Administrative Coordinator

Overview:

The Administrative Coordinator’s main responsibility is communicating with customers, division managers, and field personnel for scheduling of inspection and service projects.

This position will work in the Louisville office full-time (not remote or hybrid). If you're able, there would be a 3-5 day training out of our Noblesville, IN (travel expenses covered by the Company).

Key Responsibilities

• Scheduling - 70% time:
• Coordinates with Department Head/Project Managers and electronically schedules technicians utilizing Service Trade Software - Includes loading all associated proposals, MR’s and drawings into system
• Manage technician daily and weekly schedule
• Coordinates inspections with customers
• Coordinates deficiency repairs and new installation projects with Inside Sales team
• Coordinates service and emergency calls with division manager
• Ensure inspections are being completed per the service agreement
  
  
  

Work Order/Customer Set-up

• Utilizing Viewpoint software to set up customers/work orders Issue work orders for all required projects; review contract for yearly inspection price escalations
  
  
  

Reviews & Insures Weekly Time

• Collect T&M tickets from field staff and turnover to division Manager
  
  
  

Other Duties

• Review and process weekly field time and expenses for payroll; Manage and review labor time and expenses for service techs
• Direct customer phone calls in a friendly and efficient manner
  
  
  

Important Skills

Strong communicator, attention to detail, self-starter, ability to stay organized while completing multiple tasks, proficiency in various software programs, team work and ability to contribute to a positive work environment daily