Senior Service Order Production and Delivery Specialist

About the Position

We are seeking a Senior Service Order Production and Delivery Specialist to join our growing project delivery team. This position will play a key role in coordinating the preparation, tracking, and delivery of service orders supporting client projects, while serving as a lead resource for assigned tasks and providing guidance and mentorship to other team members.

• Lead the preparation, review, formatting, and distribution of service orders in accordance with project, client, and company requirements.

• Coordinate service order production and delivery from initial request through completion and close-out, ensuring accuracy, timeliness, and compliance with established processes.

• Serve as the primary lead for assigned tasks, taking ownership of deliverables, schedules, priorities, and follow-up activities.

• Track service order status, deadlines, approvals, revisions, deliverables, and outstanding action items, proactively addressing potential delays or roadblocks.

• Collaborate with project managers and multidisciplinary project teams to gather required information, resolve discrepancies, and ensure service orders are complete and accurate.

• Coordinate with site managers, safety managers, quality control managers, subcontractors, and other stakeholders to support project execution and delivery.

• Provide professional, responsive support to clients and customers by addressing inquiries, coordinating requests, and ensuring timely follow-up.

• Schedule and support client, customer, subcontractor, and internal project meetings, including preparing agendas, presentations, meeting notes, action-item logs, and follow-up communications.

• Maintain accurate and organized project records, correspondence, service order documentation, and other project files.

• Monitor project requirements and deadlines, identify missing information or potential issues, and communicate risks and recommended solutions to appropriate stakeholders.

• Assist with invoice support, service order tracking, status reporting, project documentation, and other administrative and operational requirements.

• Coordinate project close-out activities and verify that required documentation and deliverables are completed and submitted.

• Provide guidance and mentorship to less-experienced team members, sharing knowledge, reinforcing established procedures, and promoting consistency and quality in service order delivery.

• Serve as a resource for process-related questions and help team members navigate service order requirements, documentation standards, and coordination procedures.

• Identify opportunities to improve workflows, documentation practices, and service order delivery processes.

• Work independently while maintaining effective communication and collaboration with project leadership and other stakeholders.

• Perform other duties and support activities as assigned.

• Bachelor’s degree from an accredited college or university preferred.

• At least five years of relevant experience in project coordination, project administration, customer service, operations support, construction, engineering, facilities, or a related field.

• Demonstrated experience coordinating service orders, project documentation, customer requests, or similar project delivery activities.

• Proven ability to independently lead assigned tasks, manage deliverables, and coordinate multiple priorities and deadlines.

• Strong customer-service orientation and demonstrated ability to establish and maintain productive working relationships.

• Excellent written and verbal communication skills, with the ability to communicate effectively with clients, customers, subcontractors, vendors, and internal stakeholders.

• Strong organizational skills, attention to detail, and commitment to producing accurate, high-quality work.

• Ability to identify potential issues, resolve complex coordination challenges, and escalate risks appropriately.

• Demonstrated ability to mentor colleagues, share knowledge, and provide day-to-day guidance without formal personnel management responsibilities.

• Ability to exercise sound judgment, take initiative, and work independently with minimal supervision.

• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

• Experience with Adobe Acrobat preferred; Newforma experience is a plus.

• Ability to learn and apply technical project terminology, contractual requirements, and client-specific processes.

• Ability to adapt to changing priorities and maintain effective coordination in a fast-paced project environment.

• Commitment to continuous improvement, collaboration, and professional development.

• Experience supporting engineering, construction, environmental, infrastructure, federal, energy, facilities, or other technical projects.

• Experience working with project management, accounting, or enterprise resource planning systems.

• Experience coordinating meetings, maintaining action-item logs, tracking deliverables, and supporting project close-out activities.

• Experience working under client contracts, task orders, service agreements, or similar structured project arrangements.

• Experience serving as a lead coordinator or senior resource for project administration, service delivery, or operational support functions.

• Demonstrated success improving administrative workflows, standardizing processes, or mentoring less-experienced team members.

Should you run into any issues in completing the application, please reach out to recruiters@pondco.com for assistance.