Administrative Coordinator

Description We are looking for a detail-oriented Administrative Coordinator to support customers and internal service teams by managing repair recommendations, quotations, and scheduling activities in San Diego, California. This position is ideal for someone who can balance administrative coordination with strong customer communication and follow-through. The person in this role will help move inspection findings into actionable repair plans while maintaining organized records and responsive service.

Responsibilities:

• Prepare repair estimates and service proposals promptly after inspections are completed so customers receive timely next steps.
• Communicate with customers to review identified deficiencies, explain recommended corrective actions, and help advance repair work without unnecessary delays.
• Partner with field inspectors to collect inspection documentation and use the findings to support accurate evaluations and pricing.
• Highlight urgent system concerns to customers and provide clear guidance on issues that may affect safety, compliance, or system performance.
• Build and maintain productive customer relationships by understanding decision-making timelines and supporting the purchasing process.
• Monitor outstanding quotations by client and value, keeping records current and helping prioritize follow-up activities.
• Coordinate closely with the service team to align repair scheduling with customer needs and operational availability.
• Collaborate with the Service Manager and other stakeholders on larger or more complex repair opportunities when additional input is needed. Requirements
• 2+ years of experience in an administrative coordination, service coordination, or customer support role.
• Strong administrative assistance skills with the ability to manage multiple tasks and maintain accurate documentation.
• Experience handling inbound calls professionally and responding to customer inquiries with clarity and urgency.
• Ability to manage calendars, appointments, or service schedules in a fast-paced environment.
• Strong organizational skills with attention to detail when tracking quotes, reports, and repair activity.
• Effective written and verbal communication skills for working with customers, inspectors, and service teams.
• Comfort using standard office systems and coordination tools to support scheduling, reporting, and follow-up.

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