Operations Administrative & Scheduling Coordinator

About the role

We are seeking a motivated and reliable Operations Administrative & Scheduling Coordinator to support our office and daily field operations. This role is ideal for someone who is organized, enjoys working in a fast-paced environment, and has strong communication skills. Training will be provided. This position plays a key role in coordinating technician schedules, preparing materials, maintaining accurate records, and ensuring smooth communication between customers, office staff, and field technicians.

Responsibilities

• Perform general administrative duties including data entry, filing, and document management.
• Provide general support to operations and office teams.
• Troubleshoot customer issues and manage service requests through the ticketing system to ensure timely resolution.
• Assist scheduler with daily technician jobs and coordinate appointments.
• Assign work orders and tasks to field technicians based on project needs.
• Maintain and update technician schedules as priorities change.
• Communicate schedule updates with office staff and field personnel.
• Log and maintain accurate material lists for upcoming and completed projects.
• Track inventory requests and ensure technicians have the necessary materials before each job.
• Assist with onboarding new employees by preparing hiring paperwork and maintaining personnel files.
• Process and organize payroll-related documentation for accuracy and timely submission.
• Provide clear and professional communication with customers regarding pending jobs, scheduling updates, and project status.
• Follow up with customers to confirm appointments and provide schedule changes when necessary.
• Support the Operations team with special projects and additional duties as assigned.

Requirements

• High school diploma or equivalent required.
• Bilingual is a plus.
• Previous administrative, scheduling, dispatching, customer service, or office experience is preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Basic computer skills (Microsoft Office, Outlook, Excel, data entry, and file management).
• Ability to multitask and prioritize in a fast-paced environment.
• Reliable transportation and punctuality required.
• Ability to lift up to 50 lbs.

Benefits

• Retirement plan
• Performance-based bonus
• Paid time off