What are the responsibilities and job description for the Support Services Coordinator position at MSS Solutions LLC?
As a result of our phenomenal growth, MSS Solutions, LLC has an opening for a Support Services Coordinator. If you are an experienced professional who is looking to grow your career and contribute fresh and innovative ideas to serve our customers, this is an opportunity you should explore!
A career at MSS is not just a job -- it's collaborating with the business's best talent. It's having a part in building a better future. It's making a difference in people's lives.
The success of MSS is a direct reflection of our team's dedication, passion, and hard work. Since 1996, MSS has taken pride in retaining some of the best talents in the industry by promoting a culture of respect, collaboration, and empowerment.
Role and Responsibilities
- Provide day-to-day administrative and operational support to assigned departments and company activities.
- Coordinate information and activities between internal teams, customers, vendors, contractors, and field personnel.
- Track deadlines, deliverables, outstanding items, and follow-up requirements.
- Communicate with internal and external stakeholders to obtain information and ensure required actions are completed.
- Maintain accurate, organized, and up-to-date records, files, and documentation.
- Assist with identifying and resolving routine operational issues and escalate matters to the appropriate personnel when necessary.
- Prepare spreadsheets, reports, correspondence, and other documentation as needed.
- Coordinate the ordering, tracking, and delivery of materials, equipment, supplies, and other items required for company operations.
- Monitor order status, delivery schedules, costs, invoices, and related documentation for accuracy.
- Communicate with vendors regarding availability, pricing, delivery schedules, and outstanding orders.
- Follow up on delayed, missing, damaged, or incorrect materials and communicate issues to the appropriate personnel.
- Coordinate with warehouse and field personnel to support the timely receipt and availability of required materials.
- Assist with maintaining accurate vendor information and documentation.
- Communicate with vendors as needed to support competitive pricing and the Company's operational needs.
- Communicate with contractors and subcontractors regarding schedules, documentation, deliverables, and project requirements.
- Track contractor deliverables and documentation required for payment processing.
- Assist with reviewing contractor pay applications and supporting documentation for completeness and accuracy.
- Follow up on outstanding documentation or requirements needed to process payments.
- Maintain organized records of contractor correspondence, documentation, and deliverables.
- Communicate professionally with customers regarding scheduling, project requirements, documentation, deliveries, and other operational matters.
- Respond to routine questions from customers, employees, vendors, and contractors and direct more complex matters to the appropriate department or personnel.
- Follow up with customers and internal teams to ensure outstanding items and commitments are addressed.
- Support positive relationships with customers and external partners through timely, professional, and responsive communication.
- Assist with scheduling project activities, deliveries, inspections, service activities, and other operational requirements.
- Coordinate schedules among customers, vendors, contractors, field personnel, and internal departments.
- Monitor upcoming deadlines and communicate potential scheduling conflicts or delays.
- Assist with the coordination and administration of assigned contracts and operational activities.
- Assist with the administration and maintenance of customer, vendor, and subcontractor contracts.
- Maintain accurate and organized contract records and supporting documentation.
- Track contract requirements, deadlines, deliverables, renewals, and other administrative requirements.
- Assist with maintaining documentation necessary to support contractual, company, and regulatory requirements.
- Support compliance with applicable company procedures and local, state, and federal requirements.
- Provide support to departments including Project Management, Service, Accounting, Warehouse, Estimating, Purchasing, and Field Operations.
- Facilitate the flow of information between departments to support efficient operations.
- Assist team members with administrative and coordination needs.
- Participate in team meetings and evaluations of workflow processes and procedures.
- Identify opportunities to improve communication, organization, and efficiency.
- Develop an understanding of the Company's systems, processes, services, and construction operations.
- Other such duties and responsibilities as assigned by the Company from time to time.
Qualifications and Requirements
- Ability to lead and work with diverse teams.
- Demonstrated competence in written and verbal communication skills.
- Ability to operate a variety of office equipment.
- Strong attention to detail and follow-up skills.
- Ability to work well under pressure, juggle tasks and work efficiently against deadlines.
- Willingness to learn and adapt to new responsibilities.
- Ability to work well either alone or as part of a team.
- Ability to communicate in a professional manner with both co-workers and customers.
- Demonstrated proficiency in MS Office (excel, word, power point, SharePoint), and basic Windows environment. (Strong emphasis on Excel documentation)
- Ability to travel to job sites when necessary.
- Valid drivers license and acceptable driving record.
- Physical Demands: Constant sitting, walking short distances, bending, stooping, twisting, reaching above and/or below shoulder, handling/grasping documents or office equipment, clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in-person and/or on the telephone, vision sufficient to read source materials and computer screen data, repetitive motions for computer equipment use, lift 25 lbs. occasionally, 5-10 lbs frequently to lift/carry/move objects, files and documents.
- Must successfully pass a background check & drug test.
- High School Diploma or Equivalent preferred.
Work Environment: Work is performed in an open office environment with conditioned air and bright lights.
Benefit Highlights
At MSS, we value our employees by providing a supportive culture with competitive compensation and a benefits package that continues to evolve based on our business growth and our employees' needs. Currently, our benefits include:
- Medical/Dental/Vision Insurance
- 401k with Employer Contributions
- PTO
- Paid Holidays
- Employee Assistance Program
- Long-term Disability
- Short-term Disability
- Flexible Spending Plan
- Health Savings Plan
Additional Notes
- If you are unable to apply electronically and require an accommodation, please contact HRAdmin@msssolutions.com.
- MSS Solutions, LLC is an equal opportunity employer and a drug-free environment.
- All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
MSS Employees, please visit the MSS Career Center or contact HR to apply.