Executive Operations Coordinator

Executive Operations Coordinator

Advanced Imaging Services is looking for a highly organized and reliable Executive Operations Coordinator to support our day‑to‑day operations, field service scheduling, office administration, purchasing, shipping, and communication with clients and job sites. This position is ideal for someone with strong administrative experience who can manage multiple moving pieces at once and is comfortable communicating with engineers, managers, vendors, and medical facilities.

The right person should be proactive, detail‑oriented, and able to keep track of open tasks without constant follow‑up. This is not a basic receptionist role; this person will work closely with management and play an important role in keeping our service operations organized and moving.

• Coordinate field service schedules for engineers.
• Communicate with customer sites to schedule service visits.
• Help create, update, and track work orders.
• Follow up with engineers for job updates, parts needs, ETAs, and completion status.
• Keep management updated on active jobs, delays, and open issues.
• Assist with purchasing parts, supplies, tools, and office materials.
• Coordinate shipping and receiving for parts and equipment.
• Track orders, shipments, vendor updates, and delivery timelines.
• Maintain organized records for work orders, site communication, purchases, and service activity.
• Assist with general office administration and operational support.
• Help Sean and Igor stay on top of active tasks, schedules, customer needs, and internal follow‑ups.
• Communicate professionally by phone, email, and internal messaging.
• Support the team with additional administrative and operational tasks as needed.

• Extremely organized and detail‑oriented.
• Comfortable managing multiple tasks at the same time.
• A strong communicator who can follow up professionally and clearly.
• Proactive instead of waiting to be told every small step.
• Comfortable working in a fast‑moving service environment.
• Reliable, punctual, and consistent.
• Able to take notes, track details, and keep tasks from falling through the cracks.
• Comfortable speaking with customers, vendors, engineers, and management.
• Strong with email, scheduling, spreadsheets, and basic office software.
• Able to handle pressure when schedules change or urgent service calls come in.

• Executive assistant work.
• Operations coordination.
• Service coordination.
• Dispatching.
• Construction office administration.
• Medical office administration.
• Field service scheduling.
• Logistics coordination.
• Purchasing or vendor coordination.
• Office management.
• Experience in medical equipment, construction, engineering, trades, logistics, or field service is a plus, but not required if the person is sharp and organized.

• Minimum 2 years of administrative, coordination, scheduling, or operations support experience.
• Strong written and verbal communication skills.
• Ability to stay organized while handling multiple active tasks.
• Comfortable using email, calendars, spreadsheets, and internal systems.
• Professional phone and email etiquette.
• Ability to follow up consistently and document important details.
• Must be dependable and comfortable working in person at our office.

Salary range: $60,000 to $65,000 per year
, depending on experience.