Service & Projects Coordinator

Description

• Provide administrative support to the Service and Production groups in the day-to-day processing of related paperwork required such as Work Orders, Billings, Proposals, Purchase Orders, Reports, etc.
• Assist Project Managers by tracking contract related tasks, updating schedules, and ensuring seamless coordination between service teams and project teams.
• Prepare and proof documents and correspondence, including work orders, letters, memos, faxes, transmittals, reports, submittals, requests for information, and purchase orders as needed.
• Maintain an accurate database of all service-related files and logs for document control and work history.
• Track and update logs for estimates, change orders, submittals, equipment releases, requests for information, and operation and maintenance manuals.
• Maintain customer and roofing system database and contract renewals.
• Follow up with Customers, Site Contacts, and Service Technicians to ensure work orders are opened and closed properly and work has been performed to customer satisfaction.
• Support project coordination by monitoring material and labor costs, identifying discrepancies, and assisting with project closeout documentation.
• Research information requests.
• Schedule or coordinate meetings or appointments.
• Communicate with Service Technicians and provide them with paperwork required in the field.
• Assist with procurement and inventory management to ensure materials are available for scheduled service work.
• Fill requests from Service Technicians for forms and needed supplies.
• Make copies and prints or send out to be processed as needed.
• Assist with closeout paperwork for projects.
• Work independently and within a team on special, nonrecurring, and ongoing 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.

• Minimum of 3 years of recent facilities services administrative experience, preferably in the Construction industry. Commercial Roofing strongly preferred.
• Experience assisting in project management, including tracking tasks, monitoring schedules, and supporting project teams.
• Proficiency in MS Office (Word, Excel & Outlook) required. Experience with Construction Project Management software a plus.
• Must possess excellent communication and customer service skills to serve both internal and external customers.
• Strong organizational skills, excellent time management, and the ability to multi-task in a high-volume environment.
• Ability to maintain a flexible and positive attitude toward assignments.
• Proven ability to take initiative, establish priorities, and take ownership of work.
• Effective problem-solving skills to research and resolve issues.
• Strong attention to detail and commitment to accuracy.
• Ability to work collaboratively in a team-oriented environment to maximize morale and productivity.
• Bilingual English/Spanish a plus.