Office & Scheduling Assistant Mode Green Inc Maplewood, NJ Job Details Full-time $18 - $25 an hour 19 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Employee discount Referral program Qualifications Google Workspace Customer communication English Microsoft Office Driver's License Attention to detail Organizational skills Portuguese Office management Time management Full Job Description Office /

Scheduling Administrator Company:

Mode Position:

Office /

Scheduling Administrator Employment Type:

Full-Time Reports To:

Operations Management Position Overview Mode is seeking a highly organized, proactive Office / Scheduling Administrator to support our day-to-day office operations and coordinate scheduling for our engineering, programming, installation, and service teams. This position is a central point of coordination between the office, project managers, field technicians, clients, vendors, and management. The ideal candidate is an excellent communicator who is comfortable managing multiple priorities, adjusting schedules as project needs change, and making sure the right people and resources are in the right place at the right time. This is an important operational role for someone who enjoys organization, problem-solving, and keeping a busy project-based company running efficiently. Key ResponsibilitiesScheduling & Field Coordination Manage and maintain daily and weekly schedules for technicians, engineers, programmers, and other field personnel. Coordinate installation, service, commissioning, programming, and project-related appointments. Work with project managers and management to determine staffing requirements and priorities. Confirm schedules, site access, addresses, contacts, arrival times, and other job-site requirements. Communicate schedule changes promptly to employees, clients, and project teams. Monitor active projects and anticipate upcoming labor and scheduling requirements. Help coordinate travel, hotels, transportation, and other logistics for out-of-market projects. Maintain visibility of employee availability, PTO, travel, training, and other scheduling conflicts. Service Coordination Receive and organize incoming service requests. Gather the information necessary for the technical team to respond efficiently. Schedule service technicians based on urgency, location, availability, and required skill set. Track open service calls through completion. Follow up with technicians and clients when additional visits, parts, programming, or other work is required. Assist management in maintaining response-time and service-level commitments. Office Administration Provide general administrative support to management, project managers, and field personnel. Maintain organized electronic project, service, and administrative records. Assist with preparing documents, reports, correspondence, and project-related paperwork. Coordinate meetings and internal scheduling. Maintain company calendars and important project dates. Assist with employee onboarding, company documentation, and administrative requirements. Coordinate deliveries, shipments, equipment pickups, and other office/project logistics. Communicate with vendors, clients, contractors, and other project partners as required. Project & Operations Support Assist project managers with tracking schedules, milestones, outstanding items, and upcoming project requirements. Help ensure technicians have the necessary information, documentation, equipment, and materials before arriving at a job site. Coordinate with purchasing and project teams regarding equipment availability and project schedules. Maintain accurate information in company project-management and scheduling systems. Identify potential scheduling conflicts or resource shortages and bring them to management's attention before they impact a project. Assist with closeout documentation and other project administration as needed. Qualifications Strong organizational and time-management skills. Excellent written and verbal communication skills. Ability to manage multiple projects, schedules, and priorities simultaneously. Strong attention to detail and follow-through. Comfortable communicating with clients, executives, project managers, technicians, and vendors. Ability to remain organized when schedules and priorities change quickly. Strong computer skills and experience with Microsoft Office, Google Workspace, or similar business applications. Experience with project-management or scheduling software is preferred. Experience with Asana is a plus. Previous experience in construction, AV integration, technology, electrical contracting, engineering, property management, or another project-based/service organization is preferred but not required. Ideal Candidate The successful candidate is someone who takes ownership of the schedule rather than simply entering appointments. They anticipate conflicts, follow up on outstanding items, communicate clearly, and understand that effective scheduling directly affects client satisfaction and project profitability. You should be comfortable working in a fast-paced environment where priorities can change throughout the day. You are naturally organized, persistent about getting answers, and willing to follow an issue through until it is resolved. What Success Looks Like Success in this position means that field personnel know where they need to be and have the information they need before they arrive; project managers have visibility into staffing and schedules; service requests do not fall through the cracks; clients receive timely communication; and management has an accurate picture of upcoming workload and resource requirements. The Office / Scheduling Administrator plays a key role in creating the organization and communication necessary for Mode to deliver a consistently high level of service to its clients.

Job Type:

Full-time Pay:

$18.00 - $25.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Employee discount Health insurance Paid time off Referral program Vision insurance

Experience:

Microsoft Office:

1 year (Required)

Language:

English (Required) Portuguese (Required)

License/Certification:

Driver's License (Required) Ability to

Commute:

Maplewood, NJ 07040 (Required)

Work Location:

In person