Administrative Coordinator

Preferred Reports•Lafayette, LA

21h•Onsite

About The Position

The Administrative Coordinator supports inspection operations within an assigned territory, working with Field Service Managers, contractor partners, clients, and internal team members. The role monitors inspection progress, coordinates vendor communications, reviews operational reports, and supports service delivery objectives. Although it typically has no direct supervisory authority, the position influences operations by coordinating work activities, managing vendor relationships, and supporting service initiatives. It is designed as a developmental leadership role that prepares employees for future territory and operations management responsibilities. The coordinator supports daily inspection inventory and workflow management, contractor and customer communications, territory performance monitoring, and compliance and quality efforts. The role requires organized workflows, accurate system documentation, professional communication, attention to detail, and proactive identification and escalation of operational concerns. This position is 100% onsite, Monday through Friday, 8:00 a.m. to 5:00 p.m.

Requirements

Strong organizational and communication skills and a customer-focused mindset.
Ability to manage multiple priorities in a fast-paced environment; experience in deadline-driven environments and simultaneous task management is especially relevant.
Experience in customer service, administrative support, field operations, insurance services, vendor coordination, scheduling, project coordination, or related business functions.
Demonstrated ability to work effectively in a computer-based environment, including data entry, record management, and system navigation.
Proficiency with Microsoft Office products, particularly Excel, Outlook, and Teams.
Willingness and ability to work 100% onsite, Monday through Friday, 8:00 a.m. to 5:00 p.m.

Nice To Haves

Associate or bachelor's degree in Business Administration, Operations Management, Insurance, Risk Management, or a related field; equivalent combinations of education and relevant experience are also considered.
Interest in long-term career growth and future operational leadership opportunities.

Responsibilities

Monitor inspection assignments throughout the inspection lifecycle, review reports and operational dashboards, identify assignments needing attention, and help facilitate timely field-service completion.
Work with the Field Service Manager to support service-level objectives, communicate potential service issues, and help implement solutions that support operational performance.
Maintain accurate information in company systems and support the efficient movement of assignments through operational processes.
Communicate regularly with approved contractors about assignment acceptance, status updates, milestones, scheduling issues, and other operational matters.
Respond to routine contractor concerns, provide vendors with information needed to complete work, and assist with contractor onboarding, orientation, and communications.
Help identify contractor coverage gaps, performance concerns, and opportunities for operational improvement.
Provide customers with updates on inspection status, service delays, extension requests, and related operational matters.
Address routine customer concerns and escalate complex issues to the Field Service Manager when appropriate.
Review reports and performance metrics to identify assignments needing intervention, areas with limited contractor availability, and operational challenges affecting service delivery.
Share observations, recommend solutions, and support territory initiatives to improve coverage, efficiency, and customer satisfaction.
Support compliance with company policies, client requirements, and quality standards; monitor assignment progress, identify potential issues, and assist with corrective actions.
Promptly communicate concerns involving compliance, quality, customer service, or operational risk to appropriate leadership personnel.
Demonstrate continuous learning, professional growth, and increasing operational proficiency.