Support Services Coordinator

MSS Solutions•Charlotte, NC

About The Position

MSS Solutions, LLC is seeking a Support Services Coordinator to provide day-to-day administrative and operational support across assigned departments and company activities. The position coordinates information and activities among internal teams, customers, vendors, contractors, and field personnel; tracks deadlines and follow-up items; maintains accurate records; prepares reports and correspondence; and assists with routine operational issues. The coordinator supports ordering and delivery of materials, vendor communications, contractor documentation and payment processing, customer communications, project scheduling, contract administration, compliance documentation, and cross-departmental coordination. The role also helps identify opportunities to improve communication, organization, and efficiency, and develops an understanding of the company’s systems, services, processes, and construction operations. The work is performed in an open office environment with conditioned air and bright lights. Travel to job sites may be necessary. The position requires the ability to operate office equipment and use Microsoft Office, particularly Excel, as well as a basic Windows environment. A high school diploma or equivalent is preferred. Applicants must pass a background check and drug test.

Requirements

Ability to lead and work with diverse teams.
Demonstrated written and verbal communication skills.
Ability to operate a variety of office equipment.
Strong attention to detail and follow-up skills.
Ability to work under pressure, manage multiple tasks, and meet deadlines efficiently.
Willingness to learn and adapt to new responsibilities.
Ability to work independently or as part of a team.
Ability to communicate professionally with coworkers and customers.
Proficiency in Microsoft Office, including Excel, Word, PowerPoint, and SharePoint, and a basic Windows environment; strong emphasis on Excel documentation.
Ability to travel to job sites when necessary.
Valid driver’s license and acceptable driving record.
Ability to meet the stated physical demands, including lifting 25 pounds occasionally and 5–10 pounds frequently.
Must successfully pass a background check and drug test.

Nice To Haves

High school diploma or equivalent preferred.

Responsibilities

Provide day-to-day administrative and operational support to assigned departments and company activities.
Coordinate information and activities among internal teams, customers, vendors, contractors, and field personnel.
Track deadlines, deliverables, outstanding items, and follow-up requirements; obtain information and ensure required actions are completed.
Maintain accurate, organized, and current records, files, and documentation.
Help identify and resolve routine operational issues and escalate matters when appropriate.
Prepare spreadsheets, reports, correspondence, and other documentation.
Coordinate ordering, tracking, and delivery of materials, equipment, supplies, and other operational items; monitor order status, delivery schedules, costs, and invoices.
Communicate with vendors about availability, pricing, delivery schedules, and outstanding orders; follow up on delayed, missing, damaged, or incorrect materials.
Coordinate with warehouse and field personnel to ensure materials are received and available when needed.
Assist with maintaining vendor information and documentation and support competitive pricing and operational needs.
Communicate with contractors and subcontractors about schedules, documentation, deliverables, and project requirements.
Track contractor deliverables and payment documentation; assist with reviewing pay applications for completeness and accuracy and follow up on missing requirements.
Maintain organized contractor correspondence, documentation, and deliverables.
Communicate professionally with customers about scheduling, project requirements, documentation, deliveries, and operational matters; respond to routine questions and direct complex matters appropriately.
Follow up with customers and internal teams on outstanding items and commitments and support positive customer and partner relationships.
Assist with scheduling project activities, deliveries, inspections, service activities, and other operational requirements; coordinate schedules and flag potential conflicts or delays.
Assist with coordination and administration of contracts and operational activities, including maintaining records and tracking requirements, deadlines, deliverables, and renewals.
Maintain documentation supporting contractual, company, and regulatory requirements and support compliance with company procedures and applicable local, state, and federal requirements.
Support Project Management, Service, Accounting, Warehouse, Estimating, Purchasing, and Field Operations; facilitate information flow and assist team members with administrative and coordination needs.
Participate in team meetings and workflow evaluations; identify opportunities to improve communication, organization, and efficiency.
Perform other duties and responsibilities assigned by the Company.