Administrative Operations Coordinator

January 8, 2022
San Jose, CA
Job Type


We are working with a client in San Jose.  They are looking for an Administrative Operations Coordinator to fill an immediate need.  This role will work in office Monday through Friday during normal business hours.  The Administrative Operations Coordinator is responsible for performing all administrative duties associated with the service operations department so that the department functions efficiently and cost effectively.

Essential duties and responsibilities:

  • Creates safety inspection tickets.
  • Updates on-call lists, sends detailed notification to Communications daily. Checks technicians in/out, sends down car listing and communicates information to Regional Dispatch and supervisors.
  • Provides status to NTL and customers on open work orders, and completed callbacks.  Updates PM ticket with the monthly work order #.
  • Acts as liaison between the branch operations and regional dispatch; maintains shared calendars for dispatch with field attendance and work scheduling. Reviews open ticket reports and submits to dispatch.
  • Assists mechanics with ITS downloads, PDA troubleshooting and PDA ordering, brochures and tools.   Orders new phones and replacements for service department. 
  • Assists managers with safety meetings and maintains documentation.
  • Completes manual payroll entry forms, includes daily DVR processing and cost corrections.
  • Creates parts requisitions and receives parts. Reviews weekly report of un-received invoices.
  • Performs research and review for Service Manager; which may include running Account History reports, weekly pre-invoicing reports, high profile service account reports, WIP, Routing, TK Exact, missed service reports, sick unit reports, researching billable calls.
  • Sends copy of down payment checks to regional AR. Submits checks sent to branch for service to lockbox.
  • Creates safety inspection tickets.  Monitors pre-invoicing report to ensure Safety Inspections are not being processed as Preventative Maintenance Tickets/Manual tickets.
  • Compiles data/information for legal for First Report of Incidents and/or lawsuits (copies of contracts, tickets, and requested data) (assist office manager and/or contract sales admin to compile the required documentation).
  • Prepares badging applications and tracking; orders uniforms for service (if not ordered by warehouse).
  • Prepares special reports for high profile customers and provide NTL with updates and RFI’s.
  • Reviews WIP report (weekly) and submits to regional billers.
  • Reviews invoice on-hold reports and works with Regional Procurement Department to correct.


  • High school diploma or GED (general education degree) required
  • One year certificate from college or technical school preferred
  • 1+ years of administrative experience in a busy office environment is required
  • Proficient to intermediate expertise in MS Office especially MS Excel is required
  • Oracle database knowledge is a plus
  • Must be able to work in a fast paced, ever changing environment.  
  • Strong attention to detail and deadline driven is a must

About Staffmark

Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Staffmark is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

All employees are directed to familiarize themselves with this policy and to act in accordance with it. All decisions with respect to employment matters and other phases of employer-temporary employee relationships will be in keeping with this policy and in accordance with all applicable laws and regulations.

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