Systems Coordinator

Systems Coordinator

As a Systems Coordinator, you will support the day-to-day operational success and user adoption of U.S. Engineering Service’s core business systems, including BuildOps, Smartsheet, and Sage Intacct. This role serves as the primary point of contact for initial systems questions, user onboarding, basic troubleshooting, and operational support. You will coordinate closely with subject matter experts, vendors, and internal teams to ensure users receive timely support and guidance while helping maintain standardized system processes across regions. The Systems Coordinator will facilitate training documentation, quick reference materials, FAQs, and knowledge-sharing resources that improve system adoption, operational consistency, and user experience.

Principal Duties and Accountabilities:

User Support & System Coordination:

• Serve as the first point of contact for operational systems questions, user support requests, and intake coordination across platforms such as BuildOps, Smartsheet, and Sage Intacct
• Coordinate and track user requests, troubleshooting efforts, and escalations to vendors or internal subject matter experts as needed
• Maintain awareness of recurring user issues and collaborate with leadership and subject matter experts to identify improvement opportunities
• Support system-related communication efforts, including updates, reminders, process changes, and user follow-up

Onboarding & Training Support:

• Coordinate onboarding activities for new users, including user setup, access requests, and introductory systems training discussions
• Partner with subject matter experts across operational areas such as procurement, quoting, project management, dispatching, billing, and finance to understand workflows and system expectations
• Facilitate the creation and maintenance of user-friendly documentation including FAQs, quick reference guides, process documents, and short training videos
• Gather user feedback regarding systems functionality, training effectiveness, and operational challenges to support continuous improvement efforts

Operational Process Support:

• Support standardized workflows and operational processes established by leadership and the Business Analyst
• Coordinate with vendors and internal teams regarding system enhancements, issue resolution, and testing efforts
• Assist with user acceptance testing (UAT), process validation, and rollout support for system changes and enhancements
• Maintain organized documentation related to support processes, escalation paths, onboarding procedures, and operational system guidance

Continuous Improvement & Collaboration:

• Build collaborative relationships with operational leaders, subject matter experts, Finance, IT, and end users across regions
• Monitor trends in user questions, support requests, and operational pain points to help identify training or process improvement opportunities
• Support leadership initiatives focused on improving system adoption, operational consistency, and user experience

Education:

• High school diploma or equivalent required; additional technical, operational, or business coursework/certifications preferred but not required

Experience:

• 1-3 years of experience supporting business systems, operational coordination, customer support, onboarding, training, or a related role
• Experience working with operational systems, ERP platforms, ticket intake processes, or software support environments preferred
• Experience with platforms such as BuildOps, Smartsheet, Sage Intacct, or similar business systems preferred

Knowledge, skills, and abilities:

• Strong customer service mindset with the ability to communicate effectively across technical and non-technical audiences
• Strong organizational skills with the ability to manage multiple requests, priorities, and follow-up items simultaneously
• Ability to learn and support multiple interconnected business systems and operational workflows
• Comfortably escalating issues appropriately while maintaining ownership and follow-through
• Ability to translate operational processes into simple, user-friendly documentation and training materials
• Demonstrated attention to detail and commitment to process consistency and user experience
• Self-motivated and able to work independently while collaborating effectively with cross-functional teams
• Strong verbal and written communication skills with the ability to build positive working relationships across the organization

Physical and/or travel demands:

• Able to work comfortably in an office environment, which may involve sitting for extended periods, utilizing computer systems, and handling paperwork
• Ability to operate office equipment such as computers, printers, scanners, and telephones is essential
• Ability to occasionally travel to regions outside the Kansas City area for meetings, onboarding, training, or project support

Benefits and Compensation:

• The range for this position has been established at $25 to $34 hourly and is U.S. Engineering Services’s good faith and reasonable estimate at the time of the posting. The compensation offered to the finalist selected for this role will be based on a variety of factors, including but not limited to internal equity, experience, education, specialty, and training.
• Your total compensation will go beyond the number on your paycheck. Team members are eligible for a year-end bonus based on company and/or individual performance as well as paid time off. An industry-leading benefits package, including health, dental, and vision plans, matching retirement contributions, and matching 529 contributions all add to your bottom line.