Senior Administrative Coordinator and Scheduler

Sure Power, Inc.; Maryland; On-site; USD 41,000 - 55,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Flexible spending account

Health insurance

Paid time off

Tuition reimbursement

Vision insurance

Job summary

Sure Power, Inc. in Maryland seeks a Senior Administrative Coordinator & Scheduler to manage scheduling for maintenance jobs and technicians, aligning staffing, timing, and equipment with customer needs.

The role serves as a liaison between the company and customers to ensure smooth operations and on-time service. The position provides administrative support for the Maintenance Services department, handles travel logistics, prepares documents for facilities access, and processes invoices and

Qualifications

• Must have a minimum high school diploma; additional education is a plus.
• 8+ years of 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 ability to learn company used applications.
• Salesforce experience a plus.

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

Skills

Communication

Customer service

Detail-oriented

Team player

Self-starter

Microsoft Office

Salesforce

Education

High School diploma

Tools

Salesforce

MS Office

Job description

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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