Senior Service Order Production and Delivery Specialist

Pond & Company•Peachtree Corners, GA

10d

About The Position

Pond & Company is seeking a Senior Service Order Production and Delivery Specialist to coordinate the preparation, tracking, and delivery of service orders supporting client projects. The role leads assigned tasks and provides guidance and mentorship to team members, while coordinating closely with project managers, site managers, safety managers, quality control managers, clients, customers, and subcontractors to ensure service orders meet project requirements. The successful candidate is organized, proactive, service-oriented, and able to independently manage tasks, competing priorities, and process improvements. The role does not include formal personnel management responsibilities. The position supports service orders from initial request through completion and close-out, including documentation, approvals, status tracking, meeting support, client communications, invoice support, and project records. It requires at least five years of relevant experience and strong coordination, customer-service, communication, organizational, and problem-solving skills. A bachelor’s degree is preferred. The position is with Pond & Company, a full-service architecture, engineering, planning, construction management, and environmental services firm with more than 800 professionals. At least one in-person interview is required, and most roles also require in-person onboarding at a Pond office location.

Requirements

At least five years of relevant experience in project coordination, project administration, customer service, operations support, construction, engineering, facilities, or a related field.
Demonstrated experience coordinating service orders, project documentation, customer requests, or similar project delivery activities.
Ability to independently lead assigned tasks, manage deliverables, and coordinate multiple priorities and deadlines.
Strong customer-service orientation and ability to establish and maintain productive working relationships.
Excellent written and verbal communication skills for working with clients, customers, subcontractors, vendors, and internal stakeholders.
Strong organizational skills, attention to detail, and commitment to accurate, high-quality work.
Ability to identify potential issues, resolve complex coordination challenges, and escalate risks appropriately.
Ability to mentor colleagues, share knowledge, and provide day-to-day guidance without formal personnel management responsibilities.
Sound judgment, initiative, and ability to work independently with minimal supervision.
Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
Ability to learn and apply technical project terminology, contractual requirements, and client-specific processes.
Ability to adapt to changing priorities and coordinate effectively in a fast-paced project environment.
Commitment to continuous improvement, collaboration, and professional development.

Nice To Haves

Bachelor’s degree from an accredited college or university preferred.
Experience supporting engineering, construction, environmental, infrastructure, federal, energy, facilities, or other technical projects.
Experience working with project management, accounting, or enterprise resource planning systems.
Experience coordinating meetings, maintaining action-item logs, tracking deliverables, and supporting project close-out activities.
Experience working under client contracts, task orders, service agreements, or similar structured project arrangements.
Experience serving as a lead coordinator or senior resource for project administration, service delivery, or operational support functions.
Demonstrated success improving administrative workflows, standardizing processes, or mentoring less-experienced team members.
Experience with Adobe Acrobat preferred.
Newforma experience is a plus.

Responsibilities

Lead the preparation, review, formatting, and distribution of service orders in accordance with project, client, and company requirements.
Coordinate service order production and delivery from initial request through completion and close-out, ensuring accuracy, timeliness, and compliance with established processes.
Take ownership of assigned tasks, deliverables, schedules, priorities, and follow-up activities.
Track service order status, deadlines, approvals, revisions, deliverables, and outstanding action items, and proactively address potential delays or roadblocks.
Work with project managers and multidisciplinary project teams to gather information, resolve discrepancies, and ensure complete and accurate service orders.
Coordinate with site managers, safety managers, quality control managers, subcontractors, and other stakeholders to support project execution and delivery.
Support clients and customers by responding to inquiries, coordinating requests, and ensuring timely follow-up.
Schedule and support client, customer, subcontractor, and internal project meetings; prepare agendas, presentations, meeting notes, action-item logs, and follow-up communications.
Maintain organized project records, correspondence, service order documentation, and other project files.
Monitor project requirements and deadlines, identify missing information or potential issues, and communicate risks and recommended solutions to stakeholders.
Assist with invoice support, service order tracking, status reporting, project documentation, and other administrative and operational requirements.
Coordinate project close-out activities and verify completion and submission of required documentation and deliverables.
Guide and mentor less-experienced team members, share knowledge, reinforce procedures, and promote consistent, high-quality service order delivery.
Answer process-related questions and help team members navigate service order requirements, documentation standards, and coordination procedures.
Identify opportunities to improve workflows, documentation practices, and service order delivery processes.
Work independently while communicating and collaborating effectively with project leadership and stakeholders.
Perform other duties and support activities as assigned.