Administrative Assistant

Administrative Assistant
  • $28 - $29 per HOUR
  • Direct Hire
  • Lenexa KS, US Lenexa JOHNSON USA 66214
Job Ref: JO000118534
Sector: Administrative / Clerical
Date Added: 08 June 2021

Project Coordinator

The Project Coordinator performs customer service, service fulfillment coordination and administrative functions that support the efficient operation of a service office. This role coordinates activities for external and internal customers in a timely and high-quality manner and recommends and implements continuous improvement processes.


  • Work with Technician Supervisor in scheduling and dispatching of Technicians for jobs (Start-ups/repairs, warranty, Quoted, Maintenance).
  • Enter all information and maintain information into Work order system. This includes work orders, new customer information, and technician hours for billing purposes.
  • Schedule personnel, materials, sub-contractors and equipment based on project needs, skill sets, and availability.
  • Coordinate operations interaction with the Parts Department and Acquisition, as necessary.
  • Review project paperwork, complete calls, and forward project paperwork to Project Administrators.
  • Maintain customer satisfaction by investigating concerns, routing them to the assigned staff, and responding to special requests.
  • Responsible for generating, interpreting, and printing various assigned reports.
  • Manage Maintenance Agreement Renewal process
  • Develop, submit and manage Warranty Authorization Process
  • Allocate and track purchase requisitions
  • Work with Sales Professionals to book jobs, order and track applicable parts to include communication of status of job
  • Lead weekly service scheduling meetings
  • Participate in monthly AR meetings
  • Handle customer inquiries and route questions of technical nature to the appropriate resource.
  • Tracking of time and attendance for Technicians.
  • Coordinate job startups and maintain communication with customer regarding scheduling for the start-up and follow-up on jobs in progress/completed.
  • Participate in local office AP/AR functions. Follow up with customer to ensure that payment has been received.
  • Answer telephones and greet customers. Maintain professional and courteous customer contact.
  • Ensure timely close-out on all work orders and that all associated paperwork (P.O., etc.) is received and filed with the proper job.
  • Responsible for gathering local prevailing wage rate and completing sending hours worked by Technicians on those PW jobs to Human Resources.
  • Maintain filing for office. Maintain office equipment (copier, telephone, fax, etc.)
  • Organize and coordinate inventory processes.
  • Provide initial notification of Workers Compensation claims to insurance carrier.
  • Flexibility to work overtime/weekends, as required.


  • 3 plus years of customer service experience preferably in a HVAC service environment
  • 2-year degree from a vocational/technical/business school plus 5-7 years of related experience required. A Bachelor's degree with less work experience may be considered.
  • Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form
  • Proven working knowledge of MS Office – Word, Excel, Outlook and PowerPoint
  • Working knowledge of Enterprise Resources Systems or data entry systems preferred
  • Effective organizational and time management skills
  • Ability to focus and high attention to detail and accuracy
  • Excellent customer service skills
  • Strong verbal and written communication skills including listening and clarification skills.
  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
  • Ability to write reports, business correspondence, and procedure manuals
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public

09/07/2021 12:00:00
USD 28.00 29.00 HOUR
Contact Consultant:
Brisaida Vazquez

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