Coordinator I

Job Title: Coordinator I
Location: Raleigh, NC 27601
Duration: 6 months
Schedule: 8AM to 5PM Mon - Fri

Job Summary

The Administrative Coordinator will support the branch’s Modernization and New Installation operations by coordinating administrative activities, maintaining project records, tracking job progress, and ensuring accurate documentation and reporting. The role requires strong organizational, communication, computer, and administrative skills, with the ability to work closely with field teams, sales, customers, billing, and regional operations.

Key Responsibilities

Coordinate administrative activities for Modernization and New Installation operations.
Maintain accurate job information, calendars, reports, and project records in JobSight.
Process final acceptance forms, turnover approvals, maintenance audits, and project closeout documentation.
Review sales booking packages and prepare project, mechanic, truck, and Letter One files.
Prepare and submit certified payroll packages and required project documentation.
Review distributor reports, track ship dates, prepare permits, and submit intent-to-install forms.
Prepare, log, track, and follow up on change orders and related documentation.
Schedule final inspections and coordinate with customers, field personnel, and other departments.
Participate in weekly operations meetings and monthly order management and accounts receivable calls.
Assist with payroll preparation, vacation tracking, warranty claims, and parts requisitions.
Review invoice hold reports and assist with resolving outstanding issues.
Maintain and analyze daily, weekly, and monthly operational reports.
Track open commitments, expected receipts, and jobs eligible for closure.
Handle customer calls and provide job status updates and administrative support.
Process monthly P-Card reconciliation and maintain financial documentation.
Perform other administrative and operational duties as assigned.

Required Qualifications

6+ months of related administrative/business administration experience or equivalent education and experience.
High school diploma/GED or one-year certificate from a college or technical school.
Basic knowledge of computer systems and databases.
Ability to work with laptops, desktops, tablets, and cell phones.
Strong organizational, communication, and documentation skills.

Preferred Qualifications

Previous elevator repair/modernization administrative experience.
Experience working with JobSight or similar database/project management systems.
Budget-conscious with basic financial management knowledge.
Experience supporting field operations, projects, billing, payroll, or customer service. 

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's pay range is $22.40/hr – $23.75/hr.