Admin Coordinator

Job Description

REQUIREMENTS

• Proven experience in administrative roles ( 2 years to 3 years with MEP experience ) with a focus on scheduling and customer communication, preferably in the technical services or renovation industry.
• Exceptional verbal and written communication skills for engaging with B2B and B2C customers.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and process management skills, with a focus on scheduling and coordination.
• Ability to analyze information and solve problems effectively in a fast-paced environment.
• Professional demeanor with a customer-centric approach.
• Experience in inventory control and equipment maintenance coordination is a plus.
• Ability to multitask and prioritize effectively under tight deadlines.

RESPONSIBILITIES

• Schedule services and maintain the daily schedule, ensuring efficient allocation of technicians and resources.
• Communicate effectively with technicians to coordinate service assignments and ensure on-time arrivals at job sites.
• Handle B2B and B2C customer interactions via phone, email, and Business WhatsApp, ensuring professional and timely responses.
• Liaise between customers and technicians to facilitate smooth service delivery and resolve any scheduling conflicts.
• Monitor and ensure timely completion of tasks by assigned teams/technicians.
• Prepare and manage inspection reports, quotations, sales orders, invoices, LPOs, completion reports, and client account updates.
• Identify and resolve operational delays to meet deadlines effectively.
• Maintain inter department communication for seamless services.
• Assist maintenance technicians with part sourcing and manage consumable items, maintaining relationships with preferred vendors.
• Schedule preventative maintenance and provide feedback on staff performance.
• Support the efficient operation of the office and undertake additional duties as directed by management or driven by customer/production demands.

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