Fabrication Administrator

Fabrication Administrator

The Rental/Fabrication Administrator / Operations Coordinator is responsible for supporting service, construction, rental, and fabrication operations through job setup, dispatch coordination, purchasing, billing, and administrative oversight. This role ensures accurate job tracking, efficient workflow, and timely financial processing across multiple business units including Atlas turnaround, Atlas new construction, RFM Rental and Fabrication.

This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions:

• Set up and manage all jobs in CRM, Dynamics, and dispatch systems
• Coordinate dispatch and scheduling of technicians and field personnel
• Communicate with customers, vendors, and internal teams regarding job status
• Create and manage purchase orders and track material procurement
• Maintain accurate job documentation, including work orders and service records
• Assist with billing preparation, reconciliation, and issue resolution
• Support Service Department operations and administrative functions as needed
• Monitor and update job progress, ensuring accuracy in systems
• Job setup and system entry
• Dispatch coordination and scheduling
• Purchasing and material tracking
• Billing preparation and reconciliation tracking and status updates
• Month-end Work in Progress (WIP) reporting
• Monitor and manage open work orders
• Dispatch and labor coordination
• Purchasing and vendor coordination
• Change Order (CO) tracking and management
• Billing and progress invoicing
• Job tracking and reporting
• Month-end WIP reporting
• Monitor and manage open work orders
• Rental Order Creation (RNT)
• Logistics coordination
• Purchasing and material support
• Permit to operate coordination and tracking
• Interoffice coordination between branches
• Purchasing materials and components
• Labor tracking and job costing support
• Change Order (CO) tracking and documentation

Requirements:

• Must have good communication skills, communicate internally and externally with customers
• Must be able to work in a team environment
• Must be able to multitask.
• Must be organized and demonstrate ability to switch between duties efficiently
• Ability to meet deadlines and/or targets
• Must be adept at handling pressure and working under stress
• Must be self-motivated and driven

Supervisory Responsibility:

This position has no direct supervisory responsibilities.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This job operates in a professional office environment. Much of the role will take place at a desk on a computer. An ergonomic chair will be provided.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a deskbound role; however, filing, correlating, reproduction and binding materials are required. This would require the ability to lift files, open filing cabinets, bend or stand on a stool, climb stairs, and prepare training and meeting rooms/spaces as necessary.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m. This position regularly requires long hours and occasional travel work as job duties demand.

Travel:

Travel may be required for this position to customer and RFMCo. sites with out-of-area and possible overnight travel expected.

Required Education and Experience:

2+ years of experience in service administration, dispatch, or project coordination

Working knowledge of accounting and billing processes

Proficiency in Microsoft Office (Excel, Word) and Enterprise Resource Planning (ERP) / Customer Relationship Management (CRM) systems

Experience with dispatch software (e.g., FieldCentrix) preferred

Strong customer service and interpersonal skills

Other duties: Please note, this job description is not a comprehensive listing of activities, duties or responsibility that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.