Position Overview
We are seeking a motivated and reliable Operations Administrative & Scheduling Coordinator to support our office and daily field operations. This role is ideal for someone who is organized, enjoys working in a fast-paced environment, and has strong communication skills. Training will be provided.
This position plays a key role in coordinating technician schedules, preparing materials, maintaining accurate records, and ensuring smooth communication between customers, office staff, and field technicians.
Key Responsibilities
Office Administration
- Perform general administrative duties including data entry, filing, and document management.
- Provide general support to operations and office teams
- Troubleshoot customer issues and manage service requests through the ticketing system to ensure timely resolution.
Scheduling & Operations
- Assist scheduler with daily technician jobs and coordinate appointments.
- Assign work orders and tasks to field technicians based on project needs.
- Maintain and update technician schedules as priorities change.
- Communicate schedule updates with office staff and field personnel.
- Log and maintain accurate material lists for upcoming and completed projects.
- Track inventory requests and ensure technicians have the necessary materials before each job.
- Assist with onboarding new employees by preparing hiring paperwork and maintaining personnel files.
- Process and organize payroll-related documentation for accuracy and timely submission.
- Provide clear and professional communication with customers regarding pending jobs, scheduling updates, and project status.
- Follow up with customers to confirm appointments and provide schedule changes when necessary.
- Support the Operations team with special projects and additional duties as assigned.
Qualifications
- High school diploma or equivalent required.
- Previous administrative, scheduling, dispatching, customer service, or office experience is preferred.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Basic computer skills (Microsoft Office, Outlook, Excel, data entry, and file management).
- Ability to multitask and prioritize in a fast-paced environment.
- Reliable transportation and punctuality required.
- Ability to lift up to 50 lbs.
