Project Admin / Inside Support

Job Description

Job Description

Description:

Primary Objective

The Project Amin / Inside Support Coordinator manages the intake, scheduling, and follow-through of tech support activation inquiries while also handling the day-to-day administrative and order-processing workload for Project Admin Inside Support. This role serves as the coordination point between internal staff, external technicians, vendors, and accounting, and is responsible for new job setup, purchase order and packing list processing, bill of materials creation, and department filing and compliance recordkeeping. This role is well organized, works independently with little supervision, maintains a positive attitude, contributes positively to a team environment, and is comfortable working in a fast-paced industry with short timelines.

Hourly Rate $19 - $21to start per hour, Full-Time position with Full Benefit plan.  Medical, Dental, Vision, Life & LTD, 401(k) w/ match, PTO.

Duties and Responsibilities

New Job Setup & Inquiry Intake

• Handles intake of all new tech support activation inquiries.
• Books all new jobs.
• Creates initial log entries for new jobs.
• Tracks field issues to completion, ensuring each inquiry is resolved.

Project & Order Management

• Types POs and all packing lists.
• Enters POs and packing lists in the Customer Log.
• Issues revised packing lists as needed.
• Processes online ordering.
• Processes administrative release.
• Creates BOMs (bills of material).
• Processes daily scanned packing lists.
• Processes Change Order Requests (CCOs).

Vendor & Technician Coordination

• Tracks all vendor correspondence for external technicians.
• Manages and maintains calendar appointments for internal and external technicians.
• Reschedules tech support appointments as needed to resolve field issues.

Documentation, Filing & Compliance

• Processes turn-on confirmation and cancellation paperwork as required for each inquiry.
• Cleans up files daily from PA offices, returning them to file cabinets.
• Conducts daily file searches.
• Performs miscellaneous filing of POs, packing lists, and communications.
• Downloads Certificates of Compliance (poles).
• Maintains the Valmont Pole Log.
• Performs monthly file clean-up.

Billing Coordination

• Tracks billable tech support inquiries and initiates billing with accounting as needed.

Additional Responsibilities

• Orders Polara VOL online.
• Trains new associates upon request.

Required Skills and Abilities

• High degree of accuracy and attention to detail, including when processing POs, packing lists, and BOMs.
• Ability to work both collaboratively and independently.
• Proficient in Microsoft Office Suite and Google applications, including calendar and scheduling tools.
• Strong multi-tasker; able to manage competing priorities and a fluctuating volume of inquiries and orders in a fast-paced environment with short timelines.
• Reliable in work and attendance.
• Clear written and verbal communication skills for coordinating with technicians, vendors, and accounting; positive attitude and a strong team contributor.
• Strong problem-solving skills to track field issues through resolution.

Education and Experience

• High school diploma or equivalent required; additional coursework in business administration or a technical field preferred.
• 1+ years of experience in a scheduling, dispatch, customer service, order processing, or technical support coordination role preferred.
• Experience coordinating with external vendors or technicians and familiarity with basic billing/invoicing, purchase order, or BOM processing a plus.

Physical Requirements

• Prolonged periods of sitting and computer/phone use.
• Frequent movement of paper files between desks and file cabinets as part of daily filing duties.
• Occasional lifting of files or office equipment up to 20 pounds.
• Frequent use of hands for keyboard operation and document processing.

Work Environment

• Office-based in Livermore, CA; standard business hours with occasional flexibility to accommodate technician scheduling needs.
• Fast-paced environment with short timelines and shifting priorities; works closely with internal staff and interfaces regularly with external technicians, vendors, and the accounting department.

Equal Employment Opportunity

JAM Services is an equal opportunity employer committed to creating an inclusive workplace where all employees are valued and respected.