Operations Administrative & Scheduling Coordinator

Position Overview

We are seeking a motivated and reliable Operations Administrative & Scheduling Coordinator to support our office and daily field operations. This role is ideal for someone who is organized, enjoys working in a fast-paced environment, and has strong communication skills. Training will be provided.

This position plays a key role in coordinating technician schedules, preparing materials, maintaining accurate records, and ensuring smooth communication between customers, office staff, and field technicians.

Key Responsibilities

Office Administration

· Perform general administrative duties including data entry, filing, and document management.

· Provide general support to operations and office teams

· Troubleshoot customer issues and manage service requests through the ticketing system to ensure timely resolution.

Scheduling & Operations

· Assist scheduler with daily technician jobs and coordinate appointments.

· Assign work orders and tasks to field technicians based on project needs.

· Maintain and update technician schedules as priorities change.

· Communicate schedule updates with office staff and field personnel.

· Log and maintain accurate material lists for upcoming and completed projects.

· Track inventory requests and ensure technicians have the necessary materials before each job.

· Assist with onboarding new employees by preparing hiring paperwork and maintaining personnel files.

· Process and organize payroll-related documentation for accuracy and timely submission.

· Provide clear and professional communication with customers regarding pending jobs, scheduling updates, and project status.

· Follow up with customers to confirm appointments and provide schedule changes when necessary.

· Support the Operations team with special projects and additional duties as assigned.

Qualifications

· High school diploma or equivalent required.

· Bilingual is a plus.

· Previous administrative, scheduling, dispatching, customer service, or office experience is preferred.

· Strong organizational and time management skills.

· Excellent verbal and written communication skills.

· Basic computer skills (Microsoft Office, Outlook, Excel, data entry, and file management).

· Ability to multitask and prioritize in a fast-paced environment.

· Reliable transportation and punctuality required.

· Ability to lift up to 50 lbs.