Regional Administrative Coordinator

Job Description

Job Description

Location: Hybrid Role Based in Dallas, Texas

Who We Are

Power Storage Solutions is a leader in stored energy solutions for telecommunications and industrial applications. We are at the forefront of the battery industry, driving innovation and sustainability. Our team is dedicated to providing high-quality battery solutions that power the future.

With facilities strategically located throughout the United States and a nationwide service and installation presence, Power Storage Solutions provides industry-leading expertise in energy storage, battery systems, UPS procurement, and DC power solutions. Headquartered in Dallas, Texas, we continue to grow by fostering a culture built on product knowledge, customer focus, safe work practices, teamwork, engagement, integrity, and strong communication.

Who Are We Looking For?

Power Storage Solutions is seeking a highly organized and customer-focused Regional Administrative Coordinator to support our Sales and Service Operations teams. This individual will serve as a critical link between customers, sales personnel, service teams, vendors, and internal departments to ensure orders, billing, work orders, inventory transactions, and customer requests are processed accurately and efficiently.

The ideal candidate is detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining exceptional customer service and professionalism.

Position Summary

The Regional Administrative Coordinator provides administrative and operational support for regional sales and service activities. This role is responsible for coordinating customer setup, processing work orders and parts orders, supporting billing functions, maintaining records, and ensuring timely communication between customers and internal stakeholders.

Success in this role requires strong organizational skills, attention to detail, effective communication, and the ability to work collaboratively across multiple departments.

Job Responsibilities

• Coordinate new customer setup, including collection and review of credit applications, tax documentation, resale certificates, W-9 forms, tax exemption certificates, and electronic payment information.
• Process and manage work orders, service orders, and parts orders accurately and efficiently.
• Coordinate procurement activities and communicate customer requirements, turnaround times, shipping instructions, and scheduling needs to vendors and warehouse personnel.
• Proactively resolve incomplete documentation and follow through on outstanding paperwork to minimize delays and support efficient workflow processes.
• Communicate order status updates, shipping concerns, lead-time constraints, and other operational issues to Sales Representatives and Service personnel.
• Partner with Service Managers to ensure completed work is properly documented and billed in a timely manner.
• Prepare and distribute customer invoices according to customer-specific billing requirements.
• Ensure all applicable costs, taxes, fees, and charges are accurately reflected within company systems.
• Maintain work order records, timesheets, expense documentation, and supporting records necessary for accurate job costing and reporting.
• Process inventory transactions, item maintenance, corrections, and adjustments while investigating inventory variances as needed.
• Maintain customer-specific billing instructions and support third-party invoicing platforms when required.
• Serve as a liaison between Sales, Service, Supply Chain, Accounting, Warehouse Operations, and Customers to facilitate communication and resolve operational concerns.
• Assist with special projects and perform additional administrative duties as assigned.

Qualifications

• High School Diploma or equivalent required.
• 3–4 years of administrative, customer service, operations, service, warehouse, or distribution experience preferred.
• Intermediate to advanced proficiency in Microsoft Word, Excel, Outlook, and other business software applications.
• Strong written and verbal communication skills.
• Exceptional attention to detail and organizational skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong problem-solving and critical-thinking abilities.
• Ability to de-escalate customer concerns while maintaining professionalism.
• Knowledge of freight, shipping, inventory, or service operations is preferred.

Core Competencies

• Customer Focus
• Communication
• Attention to Detail
• Organization and Time Management
• Teamwork and Collaboration
• Accountability
• Problem Solving
• Adaptability
• Integrity and Professionalism

Work Environment

This position is primarily performed in an administrative office environment and requires frequent interaction with customers, vendors, technicians, sales personnel, and internal departments. The role requires prolonged periods of computer use, telephone communication, data entry, and management of multiple priorities.

What's In It For You?

Power Storage Solutions takes pride in supporting our employees and their families. We offer competitive compensation and a comprehensive benefits package, including:

• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• Supplemental Insurance Options
• Health Savings Account with Company Match
• 401(k) with Company Match
• Paid Holidays
• Vacation and Paid Time Off
• Professional Development Opportunities
• Advancement and Growth Opportunities

If you are organized, detail-oriented, and enjoy supporting operations while providing exceptional customer service, we encourage you to apply today.