Senior Administrative Coordinator and Scheduler

The Senior Administrative Coordinator & Scheduler is responsible for scheduling jobs and Maintenance Technicians. Acts as a liaison between company and customer to coordinate that timing, staffing and equipment and supplies are available and synchronized to successfully complete the job assignment. Provides administrative support for the Maintenance Services department.

• Coordinates with customers to schedule all maintenance jobs
• Address any customer issues and scheduling change requests
• Adjusts any scheduling issues that may arise and add to the schedule
• Schedules Maintenance Services Technicians
• Handles customer services request
• Prepares security clearance information and documentation for secure facilities access
• Arranges travel arrangements for Maintenance Services department, including hotels, flights, cars per-diem, etc
• Submits certified timesheets to Payroll
• Drafts, emails and follows-up on PM Proposals and battery quotes, as needed.
• Maintenance renewals (quotes)
• Verifies all invoices for accuracy prior billing the customers.
• Processes new job orders
• Generates quotes in Salesforce
• Prepares work order tickets, may use Salesforce
• Closes quotes and creates job folder
• Sends all necessary documents to Purchasing & Finance
• Processes and returns needed documentation (Purchase Orders & customer contracts)
• Scans completed work orders into Salesforce
• Send new customer forms and information to set-up a new company account
• Send in daily log
• maintains service files
• Assist Operations Management and department with administration support
• Must participate and successfully complete all training as required by the company
• Performs other duties as assigned

Minimum High School diploma, additional education a plus, 8+ years related scheduling and administrative experience or equivalent combination of education and experience. Strong communication skills; both verbal and written. Excellent phone skills, with the ability to engage busy customers in brief, effective communication. Strong customer service skills. Detail-oriented, organized, and able to work well with a team. Self-starter, dependable, proactive team player.

Proficient in Microsoft Office applications (Word, Excel, Outlook), plus the ability to learn company used applications. Salesforce experience a plus.

$30-40 per hour

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

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