What are the responsibilities and job description for the Administrative Coordinator - RMS Services position at Regional Mechanical Services, LLC?
The Administrative Coordinator provides administrative and operational support to the service department while serving as one of the primary points of contact for customers, technicians, and vendors. This position requires excellent communication, organization, and multitasking skills in a fast-paced environment.
The ideal candidate is detail-oriented, customer-focused, and enjoys coordinating multiple priorities throughout the day.
Responsibilities
Administrative Support
- Answer incoming phone calls and direct customers appropriately.
- Monitor and respond to customer emails.
- Create and maintain electronic job files.
- Assist with preparing proposals, service agreements, and customer documentation.
- Maintain accurate customer records and databases.
- Scan, organize, and file project documents.
Service Operations Support
- Coordinate daily technician schedules and assist with routing field personnel.
- Enter and update service work orders.
- Monitor open service calls and communicate schedule updates to customers.
- Coordinate preventive maintenance schedules.
- Track pending service requests and follow up as needed.
- Assist management with daily service department operations.
- Assist with ordering job material.
- Coordinate lead times with vendors.
Customer Service
- Provide professional and courteous customer service.
- Communicate scheduling updates and technician arrival information.
- Follow up with customers after service visits when requested.
- Help resolve scheduling conflicts and customer concerns.
Team Support
- Assist Service Managers with daily administrative tasks.
- Support Operations with scheduling and reporting.
- Help maintain departmental organization and workflow.
- Perform other administrative duties as assigned.
- Coordinate internal communications between office staff and field personnel.
Benefits
- Competitive pay
- Health insurance
- Paid holidays
- Paid vacation
- 401k With Company Match
- Professional development opportunities
- Opportunities for advancement