Operations Administrative Scheduling Coordinator

Protection Technologies LLC; Pine Brook (NJ); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Retirement

Bonus based on performance

Paid time off

Job summary

Protection Technologies LLC is seeking an Operations Administrative & Scheduling Coordinator to support our office and field operations in New Jersey. You will coordinate technician schedules, prepare materials, maintain records, and ensure clear communication between customers, office staff, and field technicians.

The role emphasizes organization, multi-tasking, and reliable communication. Training is provided; prior admin or scheduling experience is preferred, with proficiency in Microsoft

Qualifications

• 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 lift up to 50 lbs.

Responsibilities

• Coordinate technician schedules and assist with daily job appointments.
• Prepare hiring paperwork and maintain personnel files.
• Process payroll-related documentation accurately and on time.
• Communicate schedule updates and project status to customers and staff.
• Track inventory and ensure technicians have necessary materials.
• Support operations with special projects as needed.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Punctuality

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Excel

Data entry

File management

Job description

Benefits:

• Retirement
• Bonus based on performance
• Paid time off

Position Overview

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.

Key Responsibilities

Office Administration

• 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.

Scheduling & Operations

• 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.

Qualifications

• 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.