Senior Administrative Coordinator and Scheduler

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

Requirements

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.

Benefits

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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