Service Resource and Project Coordinator

Ghertner & Company; Nashville (TN); On-site; USD 40,000 - 52,000; Full time

Job summary

Ghertner & Company in Nashville, TN seeks an organized Administrative Assistant to manage service resource scheduling in Salesforce and to support daily office operations. The role emphasizes accuracy, responsiveness, and proactive communication with field teams.

You will create service appointments, review timesheets, assist with subcontractor invoices, update onboarding data in Salesforce, prepare contracts, and respond to customer and manager inquiries while maintaining thorough documentation.

Qualifications

• Minimum of a high school diploma or equivalent.
• Minimum of 2 years of administrative experience.
• Construction and/or dispatch experience preferred.
• Must have the ability to learn new software and suggest improvements.
• Must be able to direct others’ work schedules even if not their direct supervisor.
• Proficient in Microsoft Word and Excel, as well as Gmail.
• Strong communication and organization skills; detail-oriented and conscientious.
• Proficient typing skills.
• Time management skills.
• Able to adapt and be flexible as job requirements and priorities change throughout the day.

Responsibilities

• Manages technician schedules utilizing Salesforce including ensuring service resources have full schedules each day.
• Maintain schedules as jobs are completed throughout the day.
• Review timesheets for accuracy and make adjustments as needed.
• Create service appointments for new work orders, approved bids, etc.
• Collaborate with Director and Office Manager on phase 2 software improvements.
• Triage new work orders to prepare for scheduling.
• Review completed work orders for quality and completeness.
• Assist Director with ordering materials when needed.
• Respond to customer/manager inquiries regarding job statuses.
• Answer phone calls.
• Assist with processing subcontractor invoices for payment.
• Update Salesforce when onboarding new properties, changing managers, etc.
• Send completed job reports to customers.
• Generate contracts for projects and insurance work obtain required signatures.
• Process signed contracts.

Skills

Administrative support

Communication

Time management

Detail-oriented

Typing

Organizational skills

Education

High school diploma

Tools

Salesforce

Microsoft Office

Gmail

Job description

Position Purpose:

To manage service resource scheduling in Salesforce, as well as assist in the daily business tasks of the office.

Key Responsibilities and Accountabilities:

• Manages technician schedules utilizing Salesforce software including ensuring service resources have full schedules each day.
• Maintain schedules as jobs are completed throughout the day.
• Review timesheets for accuracy and make adjustments as needed.
• Create service appointments for new work orders, approved bids, etc.
• Collaborate with Director and Office Manager on phase 2 software improvements.
• Triage new work orders to prepare for scheduling.
• Review completed work orders for quality and completeness.
• Assist Director with ordering materials when needed.
• Respond to customer/manager inquiries regarding job statuses.
• Answer phone calls.
• Assist with processing subcontractor invoices for payment.
• Update Salesforce when onboarding new properties, changing managers, etc.
• Send completed job reports to customers.
• Generate contracts for projects and insurance work obtain required signatures.
• Process signed contracts.
• Other duties as assigned.

Position Requirements:

• Minimum of a high school diploma or equivalent.
• Minimum of 2 years of administrative experience
• Construction and/or dispatch experience preferred.
• Previous experience learning new software and the ability to suggest improvements.
• Must have the ability to direct others’ work schedule even though not their direct Supervisor.
• Proficient in Microsoft Office Word and Excel, as well as Gmail.
• Strong communication and organization skills; detailed-oriented and conscientious
• Proficient typing skills
• Time management skills
• Able to adapt and be flexible as job requirements and priorities change throughout the day.