Part-Time Dispatch Administrative Assistant

Role Summary

The Part-Time Dispatch Administrative Assistant keeps employee records and project paperwork current for Stronghold Inspection's Dispatch Department. This role takes routine but essential admin work off dispatchers' plates so they can focus on making sure field employees have what they need to get through the gates at whatever plant they're assigned to, while ensuring safety, medical, and per diem documentation is accurate, organized, and reaches the right cost tracker without delay.

• Key Responsibilities

  1. Update Echart with each employee's safety and medical information as it's received.
  2. Create and maintain employee profiles in Echart.
  3. File each employee's driver's license, Google Maps documentation, and utility bill into the designated folder for the project they're currently assigned to.
  4. Combine per diem documents for each employee once all required paperwork is in.
  5. Notify the correct dispatcher as soon as per diem documents are combined, so they can send what's needed to their designated cost tracker.
  6. Additional tasks may be assigned as needed, depending on department demand at the time.

Qualifications & Skills

• Strong organizational skills and close attention to detail
• Comfortable maintaining accurate records in Echart and in a structured digital filing system
• Comfortable working in SharePoint and Excel for day-to-day document storage and tracking
• Working familiarity with Google Maps or similar mapping/location tools
• Clear, prompt written communication with dispatchers
• Trustworthy handling of sensitive employee documents (medical records, driver's licenses)
• Prior dispatch, logistics, or administrative support experience is a plus but not required

Schedule & Reporting

• Part-time, approximately 15-20 hours per week
• Reports to the Dispatch Manager
• Exact days/hours to be set based on department workload and the employee's availability