Administrative Coordinator

Recruiting Administrative Coordinator (Irving, TX)

The Administrative Coordinator
serves as a central point of contact between clients, employees, and internal operations. This position is responsible for receiving and responding to client service requests, coordinating the appropriate personnel and resources, preparing and issuing proposals and quotes, maintaining accurate client and service information, and helping ensure services are delivered in a timely and professional manner.

The ideal candidate is highly organized, responsive, customer-focused, and comfortable managing multiple requests at the same time. This role requires excellent data-entry and administrative skills combined with enough business acumen to understand client needs, recognize priorities, and help move service opportunities from initial request through execution.

• Answer incoming calls and respond to client emails and service inquiries in a timely and professional manner.
• Serve as a primary coordination point for routine client service requests.
• Gather the necessary information to understand the client's needs, requested services, location, timing, and other service requirements.
• Maintain regular communication with clients regarding scheduling, availability, proposals, quotes, and service status.
• Provide a high level of customer service and help ensure clients receive prompt and accurate responses.
• Identify questions or situations requiring management involvement and elevate appropriately.
• Develop familiarity with company services in order to effectively communicate available solutions to clients.

• Coordinate service requests between clients and company employees.
• Identify appropriate personnel based on availability, geography, qualifications, and service requirements.
• Communicate assignments, schedules, client expectations, and relevant service information to employees.
• Confirm service dates and details with both clients and assigned personnel.
• Assist in resolving scheduling conflicts, changes, cancellations, and other service-related issues.
• Track open service requests to ensure they progress from initial inquiry through scheduling and completion.
• Follow up on outstanding items needed from clients or employees.
• Prepare and issue proposals, quotes, and service confirmations using established company pricing and templates.
• Ensure proposals and quotes accurately reflect the requested scope of services, pricing, schedule, and client information.
• Maintain organized records of proposals and quotes issued.
• Follow up on outstanding proposals and quotes when appropriate.
• Coordinate with management when pricing, scope, contractual terms, or client requests fall outside established guidelines.
• Assist with converting approved proposals and quotes into scheduled services.

• Accurately enter and maintain client, project, service, employee, and scheduling information within company systems.
• Maintain accurate records of client communications, proposals, quotes, service requests, and assignments.
• Review information for completeness and accuracy before submission or distribution.
• Update customer and project information as changes occur.
• Maintain organized electronic files and documentation.
• Assist with reports, service tracking, and other administrative functions as needed.

• Strong customer-service and interpersonal skills.
• Excellent verbal and written communication skills.
• Exceptional attention to detail and accuracy.
• Strong data-entry and computer skills.
• Ability to organize and manage multiple requests, deadlines, and priorities simultaneously.
• Strong follow-through and sense of urgency.
• Ability to communicate professionally with clients, employees, and management.
• Comfortable working in a fast-paced, service-oriented environment.
• Ability to understand basic business concepts including pricing, proposals, client relationships, service delivery, and profitability.
• Sound judgment and ability to recognize when an issue should be escalated.
• Proficiency with Microsoft Office applications and ability to quickly learn CRM, scheduling, quoting, and other business software.

• Previous experience in service coordination, customer service, scheduling, dispatching, account coordination, sales support, or administrative operations.
• Experience preparing quotes, proposals, purchase orders, or similar business documents.
• Experience working with a CRM, ERP, scheduling, or…