Project Coordinator / Office Assistant

Job Description

Job Description

Job Title: Project Coordinator / Office Assistant

Department: Sales / Operations
Position Type: Full-Time

Position hours: Monday - Friday 8:30am - 4:30pm

Position Summary

The Project Coordinator / Office Assistant coordinates daily field service operations. Take client intake information, manages dispatch calendars, sales appointments and writes detailed, accurate scopes of work (SOW) for client service requests, repairs, and installations. This role acts as the primary link between customers, field technicians, and management to ensuresales, projects and service calls are scheduled efficiently, priced or scoped accurately, and executed on time.

Core Job Scope

• Primary Purpose: Manage dispatch schedules and document precise technical requirements/scopes of work for incoming service orders.
• Success Metrics: Schedule utilization rate, on-time dispatch completion, and low variance between written scope and actual field execution.

Essential Duties and Responsibilities

• Manage Dispatch & Calendars : Create and maintain daily and weekly technician schedules, adjusting dynamically for emergency calls, cancellations, and staffing availability.
• Write Scopes of Work (SOW) : Review customer service requests to draft comprehensive scopes of work, outlining required materials, labor hours, equipment, and distinct project milestones.
• Customer Communication : Serve as the main point of contact for client inquiries, confirming appointment times, explaining service expectations, and providing status updates.
• Resource & Material Coordination : Coordinate specialty tools, equipment rentals, or subcontractor availability required for upcoming scheduled jobs.
• Conflict Resolution : Identify and resolve scheduling or logistical bottlenecks proactively before they impact field productivity or customer satisfaction.
• Data Entry & Record Keeping : Input customer data, update service statuses, and log detailed notes into the company's ERP or field service management software.
• Cross-Department Collaboration : Meet weekly with field supervisors or project managers to review completed work, reconcile uncompleted tasks, and plan priorities for the upcoming cycle.

• Qualifications & Skills
• Warm and helpful customer service skills
• Team player
• Education: High school diploma or GED required
• Experience: 5+ years of experience in administrative scheduling, dispatching, or project coordination—ideally within a trade, construction, or field service environment.
• Technical Skills: Proficiency with field service software or ERP systems (e.g., ServiceTitan, SAP, or Primavera) and strong command of Word and Microsoft Excel.
• Communication: Exceptional written and verbal communication skills, with the ability to write clear, unambiguous technical scopes of work.
• Organizational Skills: Superior multitasking, problem-solving, and time-management abilities in a fast-paced setting.
• Multi Tasker: Must be able to handle multiple tasks
• Research: Must have strong research skills
• Upbeat, helpful and cheerful disposition

Repairs and maintenance company with multiple services

Company Description

Repairs and maintenance company with multiple services