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Support Services Coordinator
MSS Solutions, LLC. Provide day-to-day administrative and operational support to assigned departments and company activities .
About the role
Key responsibilities & impact- Provide day-to-day administrative and operational support to assigned departments and company activities
- Coordinate information and activities among internal teams, customers, vendors, contractors, and field personnel
- Track deadlines, deliverables, outstanding items, and follow-up requirements
- Communicate with stakeholders to obtain information and ensure required actions are completed
- Maintain accurate records, files, documentation, and contract records
- Assist with routine operational issues and escalate complex matters appropriately
- Prepare spreadsheets, reports, correspondence, and other documentation
- Coordinate ordering, tracking, delivery, and receipt of materials, equipment, and supplies
- Monitor order status, delivery schedules, costs, invoices, and related documentation
- Communicate with vendors regarding availability, pricing, delivery schedules, and outstanding orders
- Follow up on delayed, missing, damaged, or incorrect materials
- Coordinate with warehouse and field personnel to support material availability
- Maintain vendor information and documentation
- Communicate with contractors and subcontractors regarding schedules, documentation, deliverables, and project requirements
- Track contractor deliverables and documentation for payment processing
- Assist with reviewing contractor pay applications and supporting documentation
- Follow up on documentation required to process payments
- Communicate professionally with customers regarding scheduling, project requirements, documentation, deliveries, and operational matters
- Respond to routine questions and direct complex matters to the appropriate personnel
- Coordinate project activities, deliveries, inspections, service activities, and other operational requirements
- Monitor deadlines and communicate scheduling conflicts or delays
- Assist with administration and maintenance of customer, vendor, and subcontractor contracts
- Track contract requirements, deadlines, deliverables, renewals, and administrative requirements
- Support compliance with company procedures and local, state, and federal requirements
- Support Project Management, Service, Accounting, Warehouse, Estimating, Purchasing, and Field Operations departments
- Facilitate information flow between departments and assist with administrative coordination needs
- Participate in team meetings and workflow evaluations
- Identify opportunities to improve communication, organization, and efficiency
- Develop an understanding of company systems, processes, services, and construction operations
- Perform other duties assigned by the Company
Requirements
What you’ll need- Ability to lead and work with diverse teams
- Demonstrated competence in written and verbal communication skills
- Ability to operate a variety of office equipment
- Strong attention to detail and follow-up skills
- Ability to work well under pressure, juggle tasks, and work efficiently against deadlines
- Willingness to learn and adapt to new responsibilities
- Ability to work well either alone or as part of a team
- Ability to communicate professionally with co-workers and customers
- Demonstrated proficiency in MS Office (Excel, Word, PowerPoint, SharePoint) and basic Windows environment
- Strong emphasis on Excel documentation
- Ability to travel to job sites when necessary
- Valid driver's license and acceptable driving record
- Must successfully pass a background check and drug test
- High School Diploma or Equivalent preferred
- Ability to meet physical demands including sitting, walking short distances, bending, stooping, twisting, reaching, handling/grasping, clear speaking, adequate hearing and vision, repetitive computer motions, lifting 25 lbs. occasionally, and lifting/carrying/moving 5–10 lbs. frequently
Benefits
Comp & perks- Medical/Dental/Vision Insurance
- 401k with Employer Contributions
- PTO
- Paid Holidays
- Employee Assistance Program
- Long-term Disability
- Short-term Disability
- Flexible Spending Plan
- Health Savings Plan
- Supportive culture
- Competitive compensation