Operations & Projects Administrative Coordinator

RCS Moving LLC; Lorton (VA); On-site; USD 50,000 - 55,000; Full time

Job summary

RCS Moving LLC in Lorton, VA is seeking an Administrative Coordinator to support the branch’s administrative, operational, and accounts activities. The role requires high organization, responsiveness, and a customer-focused mindset to manage multiple priorities in a fast-paced environment.

You will act as a liaison with the corporate Business Administration team, maintain records, process invoices, assist with project setup and billing, and support reporting, onboarding, and process improvements

Qualifications

• High school diploma or equivalent required.
• Three or more years of experience in business administration, customer service, office management, or related position preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple projects, deadlines, and changing priorities.
• Strong written and verbal communication skills.
• Professional and customer-focused approach to problem-solving.
• High level of attention to detail and accuracy.
• Ability to work independently while collaborating effectively with multiple departments.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and related business applications.
• Ability to learn and effectively use company systems and technology.
• Ability to handle confidential and sensitive information appropriately.

Responsibilities

• Serve as a primary administrative liaison between the Lorton branch and the corporate Business Administration team.
• Maintain organized and accurate electronic records, customer files, project documentation, contracts, and related correspondence.
• Review project documentation to confirm that required information is complete, accurate, and submitted within established deadlines.
• Assist with project setup, work orders, purchase orders, billing documentation, change orders, and project closeout.
• Coordinate with operations, sales, project management, accounting, payroll, recruiting, and human resources as needed.
• Monitor outstanding administrative items and follow up with the appropriate team members to ensure timely completion.
• Assist with invoice preparation and review supporting documentation before submission to accounting.
• Research and help resolve billing discrepancies, missing documentation, and customer questions.
• Support accounts receivable efforts by helping obtain required billing information and following up on outstanding customer items.
• Track branch-specific administrative deadlines, recurring responsibilities, and reporting requirements.

Skills

Customer service

Organization

Communication

Multitasking

Attention to detail

Problem solving

Confidentiality

Independent work

Team collaboration

Time management

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Smartsheet

CompanyCam

CRM platforms

Project management systems

Document management platforms

Job description

RCS Moving LLC in Lorton, VA is seeking an Administrative Coordinator to support the branch’s administrative, operational, and accounts activities. The role requires high organization, responsiveness, and a customer-focused mindset to manage multiple priorities in a fast-paced environment.

You will act as a liaison with the corporate Business Administration team, maintain records, process invoices, assist with project setup and billing, and support reporting, onboarding, and process improvements