Job Title:

Work Order Coordinator/Administrative Assistant Job Type:

Contract with possible perm placement

Pay Rate:

38K-42

K Schedule:

Monday-Friday 8am-5pm, First 4 weeks of training fully on site then hybrid schedule (Monday and Friday remote, Tuesday-Thursday on site)

Location:

Austintown, OH Responsibilities:

• Answers incoming service call requests from customers via telephone, email, and various systems.
• Utilizes multiple systems to access, change, or input information regarding service requests and other issues.
• Responds to work requests from Clients via notes, emails, phone calls and systems.
• Oversees the progress of work orders from inception to completion.
• Dispatches service calls to subcontractors according to procedure and turnaround time standard.
• Coordinates and manages visits, repairs, and inspections for vendors' sites nationwide.
• Tracks the status of open work orders.
• Updates customer contacts, customer websites, and site managers via phone and/or email with continuous real time work order information.
• Assists technicians by checking them in and out of sites, approves Not to Exceed increases, secures Estimated Times of Arrival, confirms dispatches, and assists technicians to gain site access.
• Coordinates, schedules, and verifies completion of client specific special projects.
• Identify and escalate priority issues in a prompt and timely manner.
• Assist in the collection and review of billing requirement documents from vendors.
• Follow up on and document customer work orders and quote approvals, subcontractor ETAs, and parts arrivals.
• Ensures the service delivered to clients is timely and is of the highest quality.
• Researches and resolves issues using available resources.
• Communicates and coordinates with internal departments.
• Understands and executes procedures accurately by time of day with prioritization.
• Generates and accesses databases and reports as deemed necessary by management.
• With management approval, can be selected as mentor/trainer for new associates.
• Forward calls, as appropriate, to other members of the staff in other departments.
• Recommend process improvements.
• Other duties assigned by management.

Minimum Requirements:

• High school diploma or equivalent; College degree preferred.
• Proficient in relevant computer applications - MS Office at a minimum
• Data entry skills
• Knowledge of administration and clerical processes
• Experience in customer service or facilities management industry preferred.
• Displays an ability to multitask.
• Must be able to work in a team-based environment with a positive attitude.
• Demonstrates excellent communication and interpersonal skills.
• Plans and organizes work efficiently in a fast-paced work environment.
• Analyzes and resolves problems effectively.
• Executes with an appropriate sense of urgency.
• Functions in a controlled, effective manner under stress.
• Embraces change enthusiastically.
• Follows up on issues thoroughly and completely.
• Utilizes good judgment to make sound decisions.
• Must be detail oriented with strong organizational skills and the ability to work well with others.
• Is responsive and communicates well to clients and inner company personnel.
• Is customer focused and responsive.
• Operates in gray areas.

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