Archived listing. The details below describe a past opening.
Summary The Senior Administrative Coordinator & Scheduler is responsible for scheduling jobs and Maintenance Technicians. Acts as a liaison between company and customer to coordinate that timing, staffing and equipment and supplies are available and synchronized to successfully complete the job assignment. Provides administrative support for the Maintenance Services department.
Essential Duties and Responsibilities
Coordinates with customers to schedule all maintenance jobs
Address any customer issues and scheduling change requests
Adjusts any scheduling issues that may arise and add to the schedule
Schedules Maintenance Services Technicians
Handles customer services request
Prepares security clearance information and documentation for secure facilities access
Arranges travel arrangements for Maintenance Services department, including hotels, flights, cars per-diem, etc
Submits certified timesheets to Payroll
Drafts, emails and follows-up on PM Proposals and battery quotes, as needed.
Maintenance renewals (quotes)
Verifies all invoices for accuracy prior billing the customers.
Processes new job orders
Generates quotes in Salesforce
Prepares work order tickets, may use Salesforce
Closes quotes and creates job folder
Sends all necessary documents to Purchasing & Finance
Processes and returns needed documentation (Purchase Orders & customer contracts)
Scans completed work orders into Salesforce
Send new customer forms and information to set-up a new company account
Send in daily log
maintains service files
Assist Operations Management and department with administration support
Must participate and successfully complete all training as required by the company
Performs other duties as assigned
Minimum High School diploma, additional education a plus, 8+ years related scheduling and administrative experience or equivalent combination of education and experience. Strong communication skills; both verbal and written. Excellent phone skills, with the ability to engage busy customers in brief, effective communication. Strong customer service skills. Detail-oriented, organized, and able to work well with a team. Self-starter, dependable, proactive team player. Proficient in Microsoft Office applications (Word, Excel, Outlook), plus the ability to learn company used applications. Salesforce experience a plus.
Pay: $30-40 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
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