Administrative Coordinator - Part Time, TEMPORARY

Job Summary

Provide administrative and business detail support for the branch office by performing a variety of administrative tasks.

Essential Duties

• Answer and transfer phone calls, screening, and taking messages when necessary.
• Dispatch/coordinate service calls to technicians prioritizing them based on urgency and importance.
• Create service tickets in Fujitec system by logging all significant information regarding the customer request for service.
• Assist mechanics with issues encountered with service tickets and ensure they are properly resolved for time entry and payroll.
• Update on call schedule and notify answering service and mechanics of changes when needed.
• Coordinate location service holds (dispatch status) in Vision.
• Enter construction and/or mod employee's weekly hours. Process weekly union payroll in Vision and transmittal in ADP; record holiday hours and PTO hours taken.
• Track union employee's PTO and vacation schedule.
• Perform accounts payable duties to include researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department.
• Maintain filing systems to include electronic filing as assigned.
• Coordinate maintenance of office equipment.
• Open and route incoming mail and packages. Prepare outgoing mail and packages.
• Maintain contact with customers, outside vendors and corporate headquarters.
• Conduct research, compile and generate reports.
• Serve as backup for other administrative duties as needed.

Job Qualifications and Requirements

Education: High School Diploma or equivalent

Experience: Minimum 1 year in related

Skills/Core Competencies: Technical Professional Knowledge, Teamwork and Cooperation, Communication, Adaptability, Customer Service Orientation, Planning and Organizing

Work Environment and Expectations

Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Direct Reports

0 – None