Job title: Coordinator Administrator Type of employment: Full-time Shift Schedule: Monday–Friday, 7:00 AM – 4:00 PM Pacific Time A highly organized and detail-oriented operations support role responsible for assisting the Service Coordination Team with work order management, technician scheduling, project tracking, purchasing coordination, vendor follow-up, and internal communication. This role is ideal for someone who thrives in a fast-paced environment, enjoys structured and process-driven work, and can proactively identify and resolve issues before they become problems. About the Company: A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments. Company core values: • Excellence • Vision • Respect • Communication • Ownership Objective of this role: • Support the Service Coordination Team with accurate work order management, dispatch support, project tracking, and purchasing coordination • Help ensure technicians have the correct schedules, job details, materials, and project updates needed to complete assigned work • Maintain clear visibility into project timelines, installation progress, work order statuses, material orders, and completion details • Improve internal communication between technicians, customer service representatives, vendors, and operations team members • Help reduce errors and delays by keeping records organized, following up on missing information, and proactively escalating issues Responsibilities: Work order and dispatch support • Assist with dispatching service and project work orders to field technicians • Review activated work orders for accuracy and completeness • Verify work order details, labor allocations, materials, notes, and scheduling information • Monitor technician schedules and update work order statuses as needed • Follow up on incomplete job information or missing documentation Project and service coordination • Track project rollouts, installation progress, and service activity • Monitor project timelines, milestones, and completion status • Maintain accurate project and work order updates within company software systems • Communicate project status, progress, delays, and next steps to internal team members • Assist in coordinating resources to help ensure projects stay on schedule Purchasing and material tracking • Create and process purchase orders for materials and equipment • Track material orders, shipping timelines, and delivery status • Follow up with vendors regarding order status, delays, and delivery schedules • Coordinate material availability with technicians, project teams, and operations • Maintain organized purchasing and material tracking records Technician communication • Communicate schedules, expectations, material availability, and project updates to field technicians • Ensure technicians have the required information before scheduled work • Follow up with technicians regarding incomplete job details, missing notes, documentation, or status updates • Support clear and professional communication between field teams and internal operations Job completion and quality review • Review completed work orders for accuracy and completeness • Verify technician notes, labor entries, materials used, and completion details • Identify missing or inconsistent information and coordinate corrections • Ensure work orders are ready for customer review, billing, and project closeout Internal communication and reporting • Provide regular status updates to Customer Service Representatives and Operations Team members • Maintain clear communication regarding project progress, delays, material status, and completion updates • Assist with reporting, operational tracking, and administrative coordination activities • Keep records organized and accessible for internal team visibility Software and technology support • Use Microsoft Excel and Google Sheets to track work orders, purchasing, projects, and operational updates • Use ChatGPT and AI-powered tools to support documentation, summaries, process improvement, and communication efficiency • Work within Front, Field Ops Service Management Software, Microsoft Office Suite, and Google Workspace • Maintain accurate digital records across multiple software platforms Required skills and qualifications: • Strong attention to detail • Excellent organizational skills • Strong written and verbal English communication skills • Ability to manage multiple tasks simultaneously • Strong follow-through, ownership, and accountability • Comfortable performing repetitive, process-driven tasks • Ability to work independently with minimal supervision • Proactive problem-solving mindset • Ability to prioritize tasks and manage deadlines • Comfortable using: - ChatGPT and AI-powered tools - Front Communication Platform - Field Ops Service Management Software - Microsoft Office Suite - Google Workspace Preferred skills and qualifications • Service coordination or dispatch experience • Administrative support experience • Project coordination experience • Purchasing and vendor management experience • Customer service experience • Experience working with field service organizations, contractors, service companies, or trade-related businesses • Experience supporting technicians, work orders, purchase orders, project tracking, or job closeout workflows Technical Requirements • Laptop: Minimum i5 10th Gen (or Ryzen equivalent), 16GB RAM, 256GB SSD • Monitors: Dual monitors required • Internet: Two separate wired internet connections (e.g., PLDT + Converge). Mobile data is not considered an acceptable backup