The District Coordinator plays a critical role in supporting the General Managers by handling a wide range of administrative, operational, and project-related tasks. This position ensures smooth day-to-day operations across the regions by facilitating communication, coordinating project documentation, maintaining compliance, and assisting with billing and scheduling processes. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while serving as a dependable partner to the RGM and field teams.
Major Responsibilities
Project & Operational Support
- Support the General Managers with project coordination tasks, including scheduling, document preparation, and tracking timelines.
- Initiate and maintain One Call requests and set up new Project Numbers in our payroll software and QuickBooks based on Salesforce data.
- Prepare and distribute complete Job Books (drawings, quotes, One Call, safety documents) to field leads.
- Track job progress through the Job Tracker Spreadsheet, including BOLs, job tickets, and installation updates.
- Monitor and document change orders, ensuring updated project numbers and project data are reflected in Salesforce and Scorecards.
Billing & Documentation
- Create daily sales orders in QuickBooks based on job tickets or BOLs, ensuring alignment with PO and billing expectations.
- Submit accurate and complete Job Packs (including required checklists and documents) to Accounting within two business days of project activity.
- Reconcile billing progress with POs and project milestones; ensure updates are captured in Scorecard and Salesforce.
- Regularly interact and collaborate with Operational Support, HR, and Accounting teams (including Accounts Receivable and invoicing) to ensure accuracy and compliance in project billing and personnel processes.
- Ensure daily field tickets are submitted to the appropriate job folders and aligned with billing documentation.
Administrative & Employee Support
- Manage the General Manager’s calendars, prepare reports, and coordinate travel for field staff as needed.
- Maintain daily employee time records in the time and attendance system for the General Manager’s approval.
- Assist with onboarding by coordinating with HR on recruiting, screening, and ensuring the completion of required documentation.
- Serve in a dotted-line capacity to AR, Operational Support, and HR for finance- and HR-related issues and coordination
- Ensure field time is coded accurately to the correct job and submitted daily to support payroll and project tracking.
- Ensure required training (TWIC, IS Net World, site-specific) and safety compliance documents are obtained and maintained.
Procurement & Inventory Coordination
- Submit and track purchase orders using JotForm and QuickBooks; follow up with vendors and Procurement as needed.
- Review and respond to open PO reports bi-monthly to resolve outstanding documentation or receiving issues.
Education and Experience
- 3-5 years of Administrative experience
- Bachelor’s degree preferred, but not required
- Accounting knowledge is a plus
- Experience working in a customer-facing and fast-paced environment
