Facility Services Coordinator Phoenix, AZ

K2 Electric, Inc.; Phoenix (AZ); On-site; USD 42,000 - 65,000; Full time

Job summary

K2 Electric, Inc. seeks an Administrative Coordinator to backbone the Facility Services team in Phoenix. You will coordinate scheduling through Rivet and Excel, maintain weekly KPI boards, and serve as the main contact for client outreach and AR follow-up.

You will support onboarding, meetings, and documentation, ensuring accurate, current information across directors and field teams. Strong communication and organizational skills are essential.

Qualifications

• Minimum 1–2 years' administrative experience in construction, facility services, or field-service.
• Experience with scheduling software; Rivet familiarity is a plus.
• Experience with AR collections, invoicing, or accounts receivable follow-up is a plus.
• Associate's degree preferred — Business Administration or related field.

Responsibilities

• Support scheduling coordination through Rivet and Excel for weekly forecasts.
• Maintain KPI Head-to-Head board with weekly data entry and accuracy checks.
• Conduct client outreach calls to collect feedback and feed satisfaction metrics.
• Assist with onboarding, meeting coordination, and department documentation logs.
• Follow up on outstanding invoices and coordinate with Accounting/Finance for collections.
• Provide general administrative support across the Facility Services team.

Skills

Verbal communication

Written communication

Outreach calls

Organization

Detail orientation

Rivet software

KPI Head-to-Head tool

Microsoft Office

Confidentiality

Data entry & calculations

Education

Associate's degree

Tools

Rivet

KPI Head-to-Head tool

Microsoft Office (Word/Excel/Outlook)

Job description

POSITION SUMMARY

Serves as the administrative backbone of the Facility Services department. Supports scheduling coordination through Rivet/excel, maintains and updates the department's weekly KPI Head-to-Head scorecards and leader board across every role, point of contact for field needs, and serves as the primary point of contact for client outreach — calling clients directly to collect honest, scored feedback that feeds the department's client satisfaction and retention metrics, and following up on outstanding invoices to support AR collections. Bridges the Director, Account Managers, Project Engineers, Superintendents, and Technicians with consistent, accurate, and current information.

HIGH PAYOFF ACTIVITES:

Support Scheduling Through Rive t / Excell (approx. 2 days/week)

• Maintain and update Rivet to reflect current job assignments, crew availability, and the department's master scheduling lookahead.
• Coordinate with Account Managers and Superintendents to confirm schedule accuracy before publishing.
• Flag scheduling conflicts, gaps, or delays to the Director and Superintendent for resolution.
• Support the department's shift from one-week to 4-week forecasting by keeping Rivet data current, reliable and technicians updated.

Track and Update the KPI Head-to-Head Board (Weekly)

• Collect and enter weekly KPI actuals for every role — Director, Account Manager, Project Engineer, Superintendent, and Technician — into the Head-to-Head tracking tool.
• Confirm data accuracy with each team member or their manager before entry.
• Maintain the roster as team members are hired, promoted, or change roles.
• Flag missing, stale, or inconsistent data to the Director ahead of each weekly review.

Client Satisfaction & Retention Outreach

• Call clients on an established weekly/monthly cadence to collect direct, honest feedback on team performance, responsiveness, and quality.
• Score and log client feedback consistently, feeding the Client Satisfaction Score and Client Retention/Renewal Rate KPIs.
• Escalate any negative or at-risk feedback immediately to the relevant Account Manager and the Director.
• Maintain an outreach log per client/account so every relationship has a documented history.

General Department Administrative Support

• Support team onboarding process, badging, and administrative setup for new Facility Services hires to ensure no one enters their job in the unknown
• Assist with meeting coordination, agendas, and follow-up item tracking for department meetings.
• Maintain department documentation logs (OSL) for accuracy and completeness.

AR Collections & Invoice Follow-Up

• Call clients on outstanding invoices to follow up on payment status, working the AR aging report on a weekly cadence.
• Escalate accounts significantly past due to the Account Manager and Director, with clear notes on the conversation and expected payment date.
• Coordinate with the Accounting/Finance team to keep collection notes, payment promises, and account status current.
• Document every collection call outcome in the AR tracking log so nothing is chased twice or missed.

OTHER TASKS & RESPONSIBILITIES

Other duties as assigned

REQUIRED SKILLS/ABILITIES

• Excellent verbal and written communication skills, comfortable making outbound client calls and asking for honest feedback
• Comfortable holding direct financial conversations with clients regarding outstanding invoices and payment status
• Highly organized and detail-oriented, able to manage multiple recurring weekly deadlines across scheduling, KPI tracking, and client outreach
• Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new software, including Rivet and the KPI Head-to-Head tool
• Ability to maintain confidentiality and handle individual performance data professionally
• Strong follow-through — able to track down missing information without being asked twice
• Comfortable with routine data entry and basic calculations (attainment percentages, targets, variances)

EDUCATION & EXPERIENCE

• Minimum of 1–2 years' administrative experience, ideally in construction, facility services, or a field-service organization
• Experience with scheduling software preferred; familiarity with Rivet is a plus
• Experience with AR collections, invoicing, or accounts receivable follow-up is a plus
• Associate's degree preferred — Business Administration or related field

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

• Prolonged periods sitting at a desk, working on a computer, and on the phone
• Must be able to work in a general office setting
• Occasional local travel between the Phoenix and Tucson offices may be required
• Extended phone use for client outreach calls