Gravity Networks, LLC ยท 1 month ago
Office Admin & Dispatch Coordinator
Knoxville, TN
Full-time
Onsite
New Grad, Entry LevelGravity Networks is a Managed IT Services Provider seeking a dedicated Office Admin & Dispatch Coordinator to join their team in Knoxville, TN. The role involves supporting office operations and service coordination, including service dispatch, scheduling, and general office administration.
ConsultingInformation Technology
Responsibilities
Answer user calls to Support number, create new tickets/identify related existing tickets, ask questions for additional information
Triage new tickets for priority and urgency, dispatch email tickets and phone requests to appropriate team member based on skill and availability
Communicate through Teams and coordinate warm transfers of calls and assignment of tickets to support team resources
Maintain an understanding of skillset of team members and determine what support requests should be assigned to whom
Assist in scheduling onsite visits for support and project needs, maintaining available team coverage, ensuring communication of plans and changes
Support Director of Operations in daily team roundups, planning, and changes to planned schedules. Assist in client communications when plans must change
Assist Customer Success Managers in scheduling business review meetings
Maintain general office organization and cleanliness by ensuring clutter is managed, inventory is organized, and ensuring cleaning team is effective. Coordinate office maintenance and repairs
Oversee office supplies and tech team Go Bag inventory and replenish as needed
Receive, open, and distribute incoming mail to appropriate recipients. Ensure time sensitive items are prioritized
Maintain awareness of expected shipments, research when orders are not received as expected
Receive shipments physically and systematically, confirm full receipt of purchase orders and sales orders, notate receipt, and route items to assigned team members
Receive purchase order invoices physically and systematically
Answer inbound phone calls to general numbers and transfer appropriately, review voicemails and respond or assign appropriately
Maintain a basic understanding of the invoicing processes and procedures
Research and respond to customer questions related to invoices
Process, apply, and deposit physical check payments
Perform collection calls on past due accounts, escalate accounts for credit holds
Understand payment portal and assist customers in updating payment methods and autopay preferences
Assist team members in entering expenses and submitting receipts and expense reports
Qualification
Required
Proven experience as an Administrative Assistant, Secretary, Office Manager, Administrative Manager, or similar role
Strong organizational and time-management skills
Proficiency in MS Office Suite (Word, Excel, Outlook) and office management software
Excellent verbal and written communication skills
Strong interpersonal skills and ability to work with team members and customers of all levels of role
Ability to handle confidential information with discretion
Relevant experience in administrative support, office management, or dispatch coordination required
Preferred
Familiarity with basic accounting principles and financial processes
Prior experience in scheduling and dispatch coordination, preferably in a service-oriented environment
Advanced computer skills, including proficiency with office management and communication tools
Ability to adapt to changing priorities and manage multiple tasks efficiently
Strong problem-solving skills and resourcefulness in resolving issues
Experience working in a fast-paced office setting
Experience in customer service or a service-oriented environment preferred
Exposure to Information Technology services or support environments is a plus
Formal education in Business Administration or a related field is beneficial but not required
Benefits
Medical and dental insurance cost sharing
A 401(k)-retirement plan
Paid holidays
Paid time off (PTO)
Company
Gravity Networks, LLC
With locations in Knoxville, Tennessee and Salt Lake City, Utah, Gravity Networks is dedicated to helping our customers focus on their business by achieving a streamlined technology environment.
Founded in 2010
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Michele McCullough
Chief Operating Officer
Company data provided by crunchbase