Operations Administrator, West Coast

Job SummaryThe Operations Administrator position plays a critical administrative and planning role in supporting field office operations managers with forward schedule planning, resource coordination, and administration to ensure seamless service delivery. This position requires a detail-oriented administrator who can work with several field office Operations Managers who direct the daily delivery of service to customers and order management, while also handling administrative tasks tied to service order setup, including recurring services, forward labor planning, customer access, and fleet administration. This role is ideal for someone with strong organizational skills, a drive to support field service management and operational efficiency.This role offers rewarding career progression and the chance to build a fulfilling career within the business, contributing to its operational excellence and growth. Through dedicated development and demonstrated success over time, the Operations Administrator - West Coast position could lead to future succession into an Operations Manager role, supporting long-term leadership continuity within the Operations function.ResponsibilitiesOversight and Compliance: Ensure adherence to operational standards and company policies across systems and processes, including ERP data accuracy and compliance with system requirements, scheduling and customer communication standards (e.g., call-ahead protocols, service timing expectations), and quality control processes, including tracking service outcomes and supporting customer feedback/survey follow-up to drive continuous improvementScheduling and Dispatching: Assist with pre-planning of field work using system-generated work orders, ensuring a cost-effective approach that meets client and operations needs.Work Order Management: Create monthly maintenance work orders and pre-plan logistics and technicians to support the real-time planning of the Operations managers; maintain and plan forward work schedules and collect feedback from the Operations managers to improve operations efficiency.Customer Coordination: Assist operations manager and/or sales with customer access and call-ahead scheduling where needed.Cross-functional Administrative Coordination: Collaborate with sales and billing teams to ensure high data quality by reviewing and correcting work order and contract details as needed so that appropriate details are in the system for use by dispatchers, field technicians and billing teams. Assist with review and correction of time recording and order completion status as directed by Operations Managers.GPS System Oversight: Interface with GPS tracking systems to monitor performance against plan, fleet utilization and maintenance and to provide feedback for future planning, contributing to optimized logistics and cost control.Compliance: Work closely with managers and administration from West Coast offices for ERP compliance, including meeting deadlines for system administration and scheduling work orders.Other duties and responsibilities as assigned.Skills & ExperienceEducation: High School Diploma required.Experience: Experience in a support, administrative or assistant role within field service operations, such as facilities services, or other field maintenance and repair operations (such as HVAC, plumbing, electrical) preferred, as is experience with scheduling, field service order management, and dispatching.Technical Proficiency: Familiarity with scheduling/work order systems, tablet based dispatch systems, and GPS tracking systems preferred. Proficiency in Microsoft Office Suite and experience with tech-forward solutions for scheduling and operations management.Organizational Skills: Strong ability to manage multiple priorities effectively, with keen attention to detail in tracking schedules, maintaining inventory, and processing claims.Communication Skills: Excellent interpersonal skills, with the ability to collaborate effectively across teams (e.g., Technicians, sales, office staff, HR) and interact professionally with clients, technicians, and vendors.Administrative Skills: Strong organizational skills for service orders, work scheduling and time tracking.Customer Service: Assist with maintaining high quality of service delivery to customers.Problem Solving: A proactive approach to identifying and resolving operational issues, with a focus on cost-effectiveness and resource optimization.Language Skills: Bilingual in English/Spanish preferred.