Senior Administrative Coordinator and Scheduler

Sure Power•Arbutus, MD

1d•$30 - $40

About The Position

The Senior Administrative Coordinator and Scheduler schedules maintenance jobs and Maintenance Services Technicians, coordinating with customers to ensure timing, staffing, equipment, and supplies are aligned for successful job completion. The role also provides administrative support to the Maintenance Services department and Operations Management. Duties include customer coordination and service requests, scheduling changes, travel arrangements, secure-facility access documentation, timesheet submissions, proposals and quotes, invoice verification, job-order processing, work-order documentation, customer account setup, and maintaining service files. The employee must complete required company training and perform other duties as assigned.

Requirements

High school diploma; additional education is a plus.
At least 8 years of related scheduling and administrative experience, or an equivalent combination of education and experience.
Strong verbal and written communication skills.
Excellent phone skills, including the ability to engage busy customers in brief, effective communication.
Strong customer service skills.
Detail-oriented and organized, with the ability to work well with a team.
Self-starter who is dependable, proactive, and a team player.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Ability to learn company-used applications.

Nice To Haves

Additional education beyond a high school diploma.
Salesforce experience.

Responsibilities

Coordinate with customers to schedule maintenance jobs and address customer issues or scheduling change requests.
Resolve scheduling issues and update the schedule as needed.
Schedule Maintenance Services Technicians.
Handle customer service requests.
Prepare security clearance information and documentation for access to secure facilities.
Arrange departmental travel, including hotels, flights, cars, and per diem.
Submit certified timesheets to Payroll.
Draft, email, and follow up on preventive maintenance proposals and battery quotes as needed.
Prepare maintenance renewal quotes.
Verify invoices for accuracy before billing customers.
Process new job orders.
Generate quotes in Salesforce.
Prepare work-order tickets, potentially using Salesforce.
Close quotes and create job folders.
Send necessary documents to Purchasing and Finance.
Process and return required documentation, including purchase orders and customer contracts.
Scan completed work orders into Salesforce.
Send new-customer forms and information to set up company accounts.
Submit the daily log.
Maintain service files.
Provide administrative support to Operations Management and the department.
Participate in and successfully complete company-required training.
Perform other duties as assigned.