About David Davis Communications David Davis Communications is a full-service commercial technology and low-voltage solutions provider serving businesses, schools, government facilities, healthcare organizations, and other customers throughout the Pittsburgh region. Founded in 1983, we design, install, and support data networks, structured cabling, business communications, video surveillance, access control, paging, and other critical technology systems. Position Overview David Davis Communications is seeking a highly organized and dependable Office & Operations Coordinator to support our customers, field technicians, project personnel, and sales team. This is a hands-on administrative role responsible for keeping important operational processes moving accurately and on time. The position includes answering incoming calls, processing work orders, preparing invoices, coordinating service activities, managing RMAs, processing contracts, supporting sales administration, and assisting with multiple internal projects. The successful candidate will be task-oriented, detail-focused, and comfortable managing several priorities at once. This person must be able to work independently, maintain accurate records, follow tasks through completion, and communicate effectively with customers, technicians, vendors, and internal departments. Primary Responsibilities Office and Customer Support Answer incoming telephone calls professionally and direct callers to the appropriate person or department. Communicate with customers, technicians, vendors, and internal departments regarding scheduling, documentation, service status, and other administrative needs. Coordinate customer satisfaction surveys and document responses. Maintain organized electronic and physical records. Service and Operations Coordination Create and process service-call dispatches and technician work orders. Review completed technician work orders for required documentation, labor, materials, and billing information. Close completed jobs and prepare accurate customer invoices in a timely manner. Track RMAs from the initial request through replacement, return, credit, and final resolution. Assist with technician scheduling and route optimization. Coordinate equipment deliveries, customer pickups, and other logistical requirements. Track field technician vehicle maintenance, inspections, repairs, and related records. Assist with internal inventory and field technician inventory management. Support Project Managers and operations personnel with project documentation, scheduling, follow-up, and other coordination activities. Complete assigned special projects while continuing to manage recurring daily responsibilities. Contract and Sales Administration Create, process, and maintain new customer contracts and related documentation. Track incoming leads, opportunities, assigned follow-ups, and sales activity. Help coordinate communication and information between customers, sales personnel, operations, and project teams. Maintain accurate lead and opportunity information within the company's CRM or ERP system. Assist with sales reports, scheduling, document preparation, and follow-up activities. Provide administrative support for marketing initiatives, customer communications, promotional materials, and other assigned marketing projects. Placing equipment orders and purchase orders. Receiving equipment against purchase orders. Assisting with equipment staging and job preparation. Maintaining accurate receiving and inventory records. Required Qualifications Three or more years of experience in office administration, operations coordination, service coordination, dispatch, sales support, or a similar role. Experience processing work orders, invoices, contracts, service documentation, or other detailed business transactions. Experience working with CRM, ERP, accounting, service-management, or work-order software. Strong computer skills, including Microsoft Outlook, Word, and Excel. Excellent organizational, prioritization, and follow-through skills. Demonstrated ability to manage multiple deadlines and assignments with limited supervision. Strong written and verbal communication skills. Professional telephone and customer-service skills. High level of accuracy when entering, reviewing, and processing information. High school diploma or equivalent. Ability to maintain consistent, full-time, on-site attendance. Preferred Qualifications Experience working for a technology integrator, contractor, construction company, service company, distributor, or other field-service organization. Experience with QuickBooks Enterprise or similar accounting software. Experience with service-management or ERP platforms. Experience supporting sales personnel or maintaining a sales pipeline. Familiarity with purchasing, receiving, inventory, or RMA processes. Associate degree in business, accounting, administration, or a related field. Physical Requirements Ability to work at a desk and computer for extended periods. Ability to move throughout the office and equipment-staging areas. Ability to occasionally lift and move equipment weighing up to 50 pounds, with or without reasonable accommodation. Valid driver's license if required to perform occasional company errands or equipment coordination.

Pay:

$19.00 - $25.00 per hour Expected hours: 36.0 - 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Experience:

office admin and office operations: 2 years (Required)

Work Location:

In person