Senior Administrative Coordinator and Scheduler

Sure Power; Arbutus (MD); Sur place; USD 41 000 - 55 000; Plein temps

Avantages offerts par ce poste

401(k)

401(k) matching

Dental insurance

Flexible spending account

Health insurance

Paid time off

Tuition reimbursement

Vision insurance

Résumé du poste

Sure Power seeks a Senior Administrative Coordinator & Scheduler to manage scheduling for maintenance jobs and technicians, acting as the liaison between the company and customers to ensure timing, staffing, and supplies align for successful job completion.

The role supports the Maintenance Services department with extensive administrative duties, timesheets, quotes, and travel arrangements, using Salesforce and MS Office. A strong, proactive communicator is essential.

Qualifications

• 8+ years scheduling and administrative experience.
• Strong communication and customer service skills.
• Proficient in Microsoft Office and Salesforce.
• High school diploma or equivalent.

Responsabilités

• Coordinate with customers to schedule maintenance jobs.
• Manage scheduling changes and reschedule as needed.
• Schedule Maintenance Services Technicians and handle travel.
• Prepare timesheets, quotes, and purchase docs in Salesforce.
• Process new job orders and generate quotes.
• Verify invoices prior to billing and maintain service files.
• Provide administration support to Operations Management.

Connaissances

Scheduling

Customer service

Communication

Salesforce

Microsoft Office

Time management

Formation

High School diploma

Outils

Salesforce

Microsoft Word

Microsoft Excel

Microsoft Outlook

Description du poste

Summary

The Senior Administrative Coordinator & Scheduler is responsible for scheduling jobs and Maintenance Technicians. Acts as a liaison between company and customer to coordinate that timing, staffing and equipment and supplies are available and synchronized to successfully complete the job assignment. Provides administrative support for the Maintenance Services department.

Essential Duties and Responsibilities

Coordinates with customers to schedule all maintenance jobs

Address any customer issues and scheduling change requests

Adjusts any scheduling issues that may arise and add to the schedule

Schedules Maintenance Services Technicians

Handles customer services request

Prepares security clearance information and documentation for secure facilities access

Arranges travel arrangements for Maintenance Services department, including hotels, flights, cars per-diem, etc

Submits certified timesheets to Payroll

Drafts, emails and follows-up on PM Proposals and battery quotes, as needed.

Maintenance renewals (quotes)

Verifies all invoices for accuracy prior billing the customers.

Processes new job orders

Generates quotes in Salesforce

Prepares work order tickets, may use Salesforce

Closes quotes and creates job folder

Sends all necessary documents to Purchasing & Finance

Processes and returns needed documentation (Purchase Orders & customer contracts)

Scans completed work orders into Salesforce

Send new customer forms and information to set-up a new company account

Send in daily log

maintains service files

Assist Operations Management and department with administration support

Must participate and successfully complete all training as required by the company

Performs other duties as assigned

Minimum High School diploma, additional education a plus, 8+ years related scheduling and administrative experience or equivalent combination of education and experience. Strong communication skills; both verbal and written. Excellent phone skills, with the ability to engage busy customers in brief, effective communication. Strong customer service skills. Detail-oriented, organized, and able to work well with a team. Self-starter, dependable, proactive team player. Proficient in Microsoft Office applications (Word, Excel, Outlook), plus the ability to learn company used applications. Salesforce experience a plus.

Pay: $30-40 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

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