Technical and Administrative Coordination Assistant

About the role

The Technical and Administrative Coordination Assistant supports the service department by handling client communications, scheduling service appointments, and ensuring accurate documentation in Salesforce and Acumatica. This role bridges the gap between customers, technicians, and internal teams to deliver timely service.

Key responsibilities

• Respond to client calls, texts, and emails, gathering complete service request details.
• Enter and maintain accurate service information in Salesforce, including equipment lists and service cycles.
• Coordinate technician availability and schedule service dates with relevant department staff.
• Verify completion of service closure cycles in Salesforce and generate client invoices using Acumatica.
• Maintain an Excel database of installed equipment and their preventive maintenance frequencies.
• Schedule preventive maintenance (PM) appointments with customers and record them in Salesforce.
• Prepare quotations for parts, services, and maintenance, obtain approvals, and forward orders to the purchasing department, tracking order fulfillment.

Required profile

• High school diploma with two years of university study or a technical certification.
• Minimum one year of customer service experience.
• Excellent verbal and written communication skills in both English and Spanish.

Required skills

• Salesforce
• Acumatica
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook