Overview
Coordinator Administrator Jobs in Philippines at Outsource Recruiter
Title: Coordinator Administrator
Company: Outsource Recruiter
Location: Philippines
Job title: Coordinator Administrator
Type of employment: Full-time
Shift Schedule: Monday–Friday, 7:00 AM – 4:00 PM Pacific Time
A highly organized and detail-oriented operations support role responsible for assisting the Service Coordination Team with work order management, technician scheduling, project tracking, purchasing coordination, vendor follow-up, and internal communication. This role is ideal for someone who thrives in a fast-paced environment, enjoys structured and process-driven work, and can proactively identify and resolve issues before they become problems.
About the Company:
A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments.
Company core values:
- Excellence
- Vision
- Respect
- Communication
- Ownership
Objective of this role:
- Support the Service Coordination Team with accurate work order management, dispatch support, project tracking, and purchasing coordination
- Help ensure technicians have the correct schedules, job details, materials, and project updates needed to complete assigned work
- Maintain clear visibility into project timelines, installation progress, work order statuses, material orders, and completion details
- Improve internal communication between technicians, customer service representatives, vendors, and operations team members
- Help reduce errors and delays by keeping records organized, following up on missing information, and proactively escalating issues
Responsibilities:
Work order and dispatch support
- Assist with dispatching service and project work orders to field technicians
- Review activated work orders for accuracy and completeness
- Verify work order details, labor allocations, materials, notes, and scheduling information
- Monitor technician schedules and update work order statuses as needed
- Follow up on incomplete job information or missing documentation
Project and service coordination
- Track project rollouts, installation progress, and service activity
- Monitor project timelines, milestones, and completion status
- Maintain accurate project and work order updates within company software systems
- Communicate project status, progress, delays, and next steps to internal team members
- Assist in coordinating resources to help ensure projects stay on schedule
Purchasing and material tracking
- Create and process purchase orders for materials and equipment
- Track material orders, shipping timelines, and delivery status
- Follow up with vendors regarding order status, delays, and delivery schedules
- Coordinate material availability with technicians, project teams, and operations
- Maintain organized purchasing and material tracking records
Technician communication
- Communicate schedules, expectations, material availability, and project updates to field technicians
- Ensure technicians have the required information before scheduled work
- Follow up with technicians regarding incomplete job details, missing notes, documentation, or status updates
- Support clear and professional communication between field teams and internal operations
Job completion and quality review
- Review completed work orders for accuracy and completeness
- Verify technician notes, labor entries, materials used, and completion details
- Identify missing or inconsistent information and coordinate corrections
- Ensure work orders are ready for customer review, billing, and project closeout
Internal communication and reporting
- Provide regular status updates to Customer Service Representatives and Operations Team members
- Maintain clear communication regarding project progress, delays, material status, and completion updates
- Assist with reporting, operational tracking, and administrative coordination activities
- Keep records organized and accessible for internal team visibility
Software and technology support
- Use Microsoft Excel and Google Sheets to track work orders, purchasing, projects, and operational updates
- Use ChatGPT and AI-powered tools to support documentation, summaries, process improvement, and communication efficiency
- Work within Front, Field Ops Service Management Software, Microsoft Office Suite, and Google Workspace
- Maintain accurate digital records across multiple software platforms
Required skills and qualifications:
- Strong attention to detail
- Excellent organizational skills
- Strong written and verbal English communication skills
- Ability to manage multiple tasks simultaneously
- Strong follow-through, ownership, and accountability
- Comfortable performing repetitive, process-driven tasks
- Ability to work independently with minimal supervision
- Proactive problem-solving mindset
- Ability to prioritize tasks and manage deadlines
- Comfortable using:
– ChatGPT and AI-powered tools
– Front Communication Platform
– Field Ops Service Management Software
– Microsoft Office Suite
– Google Workspace
Preferred skills and qualifications
- Service coordination or dispatch experience
- Administrative support experience
- Project coordination experience
- Purchasing and vendor management experience
- Customer service experience
- Experience working with field service organizations, contractors, service companies, or trade-related businesses
- Experience supporting technicians, work orders, purchase orders, project tracking, or job closeout workflows
Technical Requirements
- Laptop: Minimum i5 10th Gen (or Ryzen equivalent), 16GB RAM, 256GB SSD
- Monitors: Dual monitors required
- Internet: Two separate wired internet connections (e.g., PLDT + Converge). Mobile data is not considered an acceptable backup
