Senior Program Specialist

Advantor Systems Corporation•Orlando, FL

5d•Onsite

About The Position

To provide comprehensive and dedicated administrative support to the Services Department and the Director of Field Operations, facilitating seamless operational workflows, effective communication, and the efficient execution of departmental objectives and initiatives.

Requirements

A minimum of 2 years of administrative experience in a dynamic and fast-paced environment.
Excellent verbal and written communication skills.
Proven experience with CRM platforms.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience coordinating and supporting multiple departments or teams.
Strong organizational and time management skills.
Knowledge of relevant industry standards or regulations.
Experience in customer service or client relations.
Ability to adapt to changing priorities and work under pressure.

Responsibilities

Receive and review Preventive Maintenance (PM) documentation submitted by field personnel for all assigned Service Contracts, ensuring completeness and accuracy upon receipt.
Verify the accuracy of PM documentation, organize files systematically, and maintain a well-structured filing system to facilitate easy retrieval and audit readiness.
Prepare detailed monthly reports summarizing completed maintenance activities, service performance metrics, and compliance status, in accordance with the specific requirements outlined in each service contract.
Submit monthly billing sheets, accurately documenting work performed during the month.
Assist in developing, updating, and managing preventive maintenance schedules for each service contract, coordinating with field teams to ensure tasks are completed on time and in alignment with contractual obligations and safety standards.
Monitor ongoing service activities to ensure strict compliance with the established quality control plan, conducting periodic reviews and addressing any discrepancies or deviations promptly.
Ensure the Customer Relationship Management (CRM) platform is consistently updated with accurate and comprehensive information, including specific dates, case details, documentation, and relevant notes to facilitate effective tracking and follow-up.
Review and verify timesheets and expense reports submitted by technicians, ensuring all entries are accurate, justified, and compliant with company policies and contract terms.
Follow up proactively on delinquent or overdue Work Orders, coordinating with relevant teams to expedite completion and resolve any issues preventing timely closure.
Performs other duties as assigned.