Service Operations Coordinator

Tecta America Corporation; Florida; On-site; USD 36,000 - 48,000; Full time

Job summary

Tecta America Corporation in the United States is seeking an administrative professional to support the Service Group. You will handle work orders, bills, proposals, and scheduling while ensuring accurate recordkeeping and timely processing of service paperwork.

You will manage communications with customers, prepare operation and maintenance documents, and coordinate with service technicians. This role requires attention to detail and strong teamwork in a fast-paced environment.

Qualifications

• Must possess a minimum of three (3) years recent facilities services administrative experience.
• Excellent Microsoft skills, preferably MS Office (Word and Excel), experience working with Outlook for e-mails, scheduling, etc. a plus.
• Must possess excellent communication skills, customer service skills to serve both internal and external customers.
• Outstanding organizational skills, excellent time management, and the ability to multi-task in a fast paced high volume environment.
• Ability to maintain flexible and positive attitude towards assignments.
• Track record of initiative and establishing priorities, and ownership of work is essential.
• Effective problem-solving ability to research and satisfactorily resolve issues.
• Must exhibit attention to detail and commitment.
• Overall this role will support a cooperative team climate conducive to maximize employee morale and productivity.

Responsibilities

• Provide administrative support to the Service Group in the day-to-day processing of related paperwork required such as Work Orders, Billings, Proposals, Purchase Orders, Reports, sending out daily emails with follow ups from previous day work, monitor the service emails, answer phones, etc.
• Create work order tickets and service schedule for the service technicians
• Prepare and proof documents and correspondence, including work orders, letters, memos, faxes, transmittals, reports, submittals, transmittals, requests for information, and purchase orders as needed.
• Maintain accurate database of all service related files and logs for document control and refrigeration management.
• Track and update logs for estimates, change orders, submittals, equipment releases, requests for information and operation and maintenance manuals.
• Maintain customer equipment database and contract renewals.
• Follow-up with service technicians to make sure their work orders are opened and closed properly.
• Research information requests.
• Schedule or coordinate meetings or appointments.
• Communicate with Service technicians and provide them with paperwork required in the field.
• Fill requests from Servicemen for forms and needed supplies.
• Make copies and prints or send out to be processed as needed.
• Prepare Operation and Maintenance Manuals prior to completion of small service projects, when required.
• Assist on close out paperwork for projects.
• Work independently and within a team on special, nonrecurring and ongoing service projects.
• Maintain a positive and professional working relationship with peers, management, and support resources, with a constant commitment to teamwork and exemplary customer service.
• Perform all other duties as assigned by management in a professional and efficient manner.

Skills

Communication skills

Organization skills

Time management

Multi-tasking

Initiative

Problem solving

Teamwork

Attention to detail

Tools

MS Office

Outlook

Excel

Word

Job description

Tecta America Corporation in the United States is seeking an administrative professional to support the Service Group. You will handle work orders, bills, proposals, and scheduling while ensuring accurate recordkeeping and timely processing of service paperwork.

You will manage communications with customers, prepare operation and maintenance documents, and coordinate with service technicians. This role requires attention to detail and strong teamwork in a fast-paced environment.