Coordinator Administrator

Job title: Coordinator Administrator Type of employment: Full-time Shift Schedule: Monday–Friday, 7:00 AM – 4:00 PM Pacific Time A highly organized and detail-oriented operations support role responsible for assisting the Service Coordination Team with work order management, technician scheduling, project tracking, purchasing coordination, vendor follow-up, and internal communication. This role is ideal for someone who thrives in a fast-paced environment, enjoys structured and process-driven work, and can proactively identify and resolve issues before they become problems. About the Company: A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments. Company core values: Excellence Vision Respect Communication Ownership Objective of this role: Support the Service Coordination Team with accurate work order management, dispatch support, project tracking, and purchasing coordination Help ensure technicians have the correct schedules, job details, materials, and project updates needed to complete assigned work Maintain clear visibility into project timelines, installation progress, work order statuses, material orders, and completion details Improve internal communication between technicians, customer service representatives, vendors, and operations team members Help reduce errors and delays by keeping records organized, following up on missing information, and proactively escalating issues Responsibilities: Work order and dispatch support Assist with dispatching service and project work orders to field technicians Review activated work orders for accuracy and completeness Verify work order details, labor allocations, materials, notes, and scheduling information Monitor technician schedules and update work order statuses as needed Follow up on incomplete job information or missing documentation Project and service coordination Track project rollouts, installation progress, and service activity Monitor project timelines, milestones, and completion status Maintain accurate project and work order updates within company software systems Communicate project status, progress, delays, and next steps to internal team members Assist in coordinating resources to help ensure projects stay on schedule Purchasing and material tracking Create and process purchase orders for materials and equipment Track material orders, shipping timelines, and delivery status Follow up with vendors regarding order status, delays, and delivery schedules Coordinate material availability with technicians, project teams, and operations Maintain organized purchasing and material tracking records Technician communication Communicate schedules, expectations, material availability, and project updates to field technicians Ensure technicians have the required information before scheduled work Follow up with technicians regarding incomplete job details, missing notes, documentation, or status updates Support clear and professional communication between field teams and internal operations Job completion and quality review Review completed work orders for accuracy and completeness Verify technician notes, labor entries, materials used, and completion details Identify missing or inconsistent information and coordinate corrections Ensure work orders are ready for customer review, billing, and project closeout Internal communication and reporting Provide regular status updates to Customer Service Representatives and Operations Team members Maintain clear communication regarding project progress, delays, material status, and completion updates Assist with reporting, operational tracking, and administrative coordination activities Keep records organized and accessible for internal team visibility Software and technology support Use Microsoft Excel and Google Sheets to track work orders, purchasing, projects, and operational updates Use ChatGPT and AI-powered tools to support documentation, summaries, process improvement, and communication efficiency Work within Front, Field Ops Service Management Software, Microsoft Office Suite, and Google Workspace Maintain accurate digital records across multiple software platforms Required skills and qualifications: Strong attention to detail Excellent organizational skills Strong written and verbal English communication skills Ability to manage multiple tasks simultaneously Strong follow-through, ownership, and accountability Comfortable performing repetitive, process-driven tasks Ability to work independently with minimal supervision Proactive problem-solving mindset Ability to prioritize tasks and manage deadlines Comfortable using: - ChatGPT and AI-powered tools - Front Communication Platform - Field Ops Service Management Software - Microsoft Office Suite - Google Workspace Preferred skills and qualifications Service coordination or dispatch experience Administrative support experience Project coordination experience Purchasing and vendor management experience Customer service experience Experience working with field service organizations, contractors, service companies, or trade-related businesses Experience supporting technicians, work orders, purchase orders, project tracking, or job closeout workflows Technical Requirements Laptop: Minimum i5 10th Gen (or Ryzen equivalent), 16GB RAM, 256GB SSD Monitors: Dual monitors required Internet: Two separate wired internet connections (e.g., PLDT + Converge). Mobile data is not considered an acceptable backup