Administrative Coordinator

SOUTH COAST FACILITY SERVICES is a full-service MEP contractor that designs & installs HVAC equipment, delivers Energy Services, and provides process piping & direct digital control systems. Our mission is to provide high quality mechanical, electrical and plumbing solutions through service and retro-fit construction; provide continuous education to our employees; lead the industry with innovation and technology.

JOB SUMMARY:

Responsible for planning, structure, organization and monitoring of specific projects within the department..  Perform all duties in accordance with the company’s policies and procedures, all US state and federal laws and regulations, wherein the company operates. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Keep up to date records of all maintenance, repairs and changes to driver and/or vehicle information in Access and Sampro
• Create and distribute monthly summary maintenance reports to management.
• Schedule maintenance for all fleet
• Coordinate/monitor all ATS inventory
• Follow up with all quotes/proposals provided to clients
• Generate & input purchase orders for technicians and vendors
• Aid with new client setup, obtaining setup documents, and creating/logging new client information accurately
• Provide and utilize reports indicating department status (Open PM’s/WO’s, open PO’s, invoice ready, full coverage, etc)
• Adjust not to exceed (NTE) amounts, obtain clients purchase orders and track statuses when necessary
• Provide supporting documentation (WO’s, results, history, pictures, special tasking, etc) to clients
• Provide dispatch backup support as needed:
• Covering phones
• Coordinating with multiple parties and relaying pertinent information (description of work, Tech ETA, NTE Amount, check in/out requirements, Technician access, etc.)
• Handle incoming requests from customers
• Manage and assign service technicians efficiently to fulfill customer service requests
• Sending out payroll verification to the technicians
• Following up on work orders daily and ensuring notes are in our and our clients system
• Obtaining field/vendor quotes and provide to estimators
• Monitor open work orders and ensure they are closed within 30-days or have noted explanation as to why still open
• Regular attendance and timeliness
• Positive attitude towards management, employees and customers
• Perform other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES:  

• Knowledge of Microsoft Office products
• Attention to detail and accuracy
• Accurate Data Entry
• Interpersonal skills
• Professional phone etiquette
• Organizational skills
• Problem-solving skills
• Decision-making skills