Project Coordinator

Vaco; Groveport (OH); On-site; USD 60,000 - 70,000; Full time

Job summary

Vaco by Highspring is seeking a Project Coordinator for onsite work in Groveport, OH. The role focuses on customer service, call management, work-order administration, and scheduling across multiple crews, ensuring timely service delivery and accurate record-keeping.

The candidate will coordinate with technicians, manage parts and supplies, and optimize daily schedules to handle 10-12 calls per day while maintaining high service standards.

Qualifications

• Customer service experience in call management and scheduling
• Strong organizational abilities and attention to detail
• Ability to screen calls and route appropriately
• Experience with work order creation and admin tasks

Responsibilities

• Answer incoming calls promptly and identify caller needs
• Screen spam calls and schedule new service requests
• Create and update service work orders with complete information
• Order and track project supplies and parts for jobs
• Build technician schedules and adjust for emergencies or changes

Job description

Project Coordinator (construction industry preferred)

Onsite in Groveport, OH

Pay $60-70k

Direct Hire

Customer Service & Call Management:

• Answer incoming calls promptly, identify the caller's needs, and direct calls appropriately
• Screen spam and unsolicited sales calls rather than transferring them to other employees
• Assist customers with scheduling new service requests
• Provide customers with updates regarding open work orders, technician availability, and parts on order
• Set up new customers as needed, using established procedures, including collecting deposits

Work-Order Administration:

• Create new service work orders using established company procedures
• Review prior customer work orders to determine whether a service request is related to work completed within the previous 30-45 days
• Ensure each work order includes accurate and complete information, including:
  • Customer and Company Names
  • Service addresses and ZIP codes
  • Contact names
  • Phone numbers
  • Email addresses
  • Service descriptions
  • Required equipment or parts
• Close completed work orders and create follow-up work orders when technicians need to return
• Update job information

Ordering Project Supplies and Tracking:

• Ensures parts are ordered and tracked for job sites
• Updates clients of timelines

Scheduling & Dispatch:

• Schedule approximately three to four work orders per crew each day based on job complexity, location, technician availability, and estimated completion time
• Support the technician groups responsible for completing 10-12 service calls per day
• Determine the anticipated length of each service visit based on the issue described by the customer
• Build efficient technician schedules that minimize unnecessary travel and account for job location, timing, equipment, and crew capabilities
• Provide technicians with customer information, job details, parts, equipment requirements, and documentation needed
• Adjust schedules throughout the day when emergencies, delays, incomplete jobs, or customer changes arise

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.