OFFICE ADMINISTRATOR / DISPATCHER

Position: Office Administrator / Dispatcher Department: Administration / Operations Reports To: General Manager Company: Silver State Towing POSITION SUMMARY The Office Administrator / Dispatcher is responsible for the daily administrative and operational functions of Silver State Towing. This position requires strong organizational skills, attention to detail, customer-service skills, confidentiality, and the ability to manage multiple responsibilities in a fast-paced towing environment. The Office Administrator / Dispatcher is responsible for maintaining accurate company records, processing paperwork, dispatching calls, assisting customers, processing vehicle releases and liens, handling financial transactions, assisting with payroll, and supporting the daily operation of the company. ESSENTIAL DUTIES AND RESPONSIBILITIES1. Filing and Records Management Maintain organized and accurate company files and records. File invoices, receipts, work orders, customer paperwork, police reports, cash tags, and other documents in the appropriate location. Maintain lien files and ensure required paperwork is complete and properly organized. File documents daily and maintain records in numerical and/or chronological order as required. Ensure confidential employee, customer, and company information is properly secured. Properly dispose of documents in accordance with company procedures. 2. Vehicle Liens and Impound Records Maintain accurate files for all vehicles placed in storage. Verify that required paperwork is complete and properly documented. Review registration, ownership information, police reports, cash tags, photographs, mileage, and other required documentation. Process lien-related paperwork and correspondence according to company procedures and applicable requirements. Maintain accurate records of lien notices, certified mail, receipts, and other required documentation. Communicate with vehicle owners, lienholders, insurance companies, government agencies, and other authorized parties when necessary. Assist with preparing vehicles for release, sale, or other disposition. 3. Dispatching Answer incoming telephone calls promptly and professionally. Enter and maintain service calls using the company's dispatch and computer systems. Obtain accurate customer, vehicle, location, and service information. Dispatch the appropriate driver and equipment for each call. Monitor open calls and communicate with drivers regarding call status and customer ETAs. Coordinate law-enforcement, commercial, roadside-assistance, and private customer calls. Ensure emergency and law-enforcement calls are communicated to the appropriate driver as quickly as possible. Maintain accurate dispatch records. 4. Customer Service Greet and assist customers in a professional and courteous manner. Answer questions regarding towing, roadside assistance, storage, vehicle releases, payments, and company procedures. Handle customer concerns and complaints professionally and notify management when necessary. Provide accurate information regarding company rates, fees, payment requirements, and vehicle-release procedures. Maintain professionalism and confidentiality when dealing with customers and the public. 5. Vehicle Releases Verify that all required documentation is provided before releasing a vehicle. Verify proof of ownership or authorized release documentation and valid identification as required. Confirm that all applicable towing, storage, lien, administrative, and other charges have been satisfied before release. Complete and document vehicle-release paperwork accurately. Maintain records of all released vehicles. Follow company procedures for insurance releases, authorized representatives, lien releases, and other special circumstances. Obtain management approval when a release does not meet established company requirements. 6. Banking and Cash Handling Prepare company deposits and make bank runs as directed. Accurately account for cash, checks, credit-card tran…

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