Administrative Assistant / Scheduling Coordinator at Generator Supercenter of Tampa Bay in MA-West Springfield-01089

Job description

• The Scheduling Coordinator plays a vital role in supporting our construction and installation operations. This position is responsible for managing daily job schedules, coordinating materials, tracking project progress, and supporting subcontractor and permit workflows. You'll work closely with construction superintendents, project managers, subcontractors, and vendors to ensure timely project completion and smooth operations.

Responsibilities

• Create and maintain daily and weekly construction and installation schedules based on field and project management inputs
• Coordinate subcontractor activities and material deliveries to align with project timelines
• Schedule inspections, permitting appointments, and commissioning activities
• Monitor project progress and adjust schedules as needed to meet deadlines
• Calling customers, prospects, and vendors
• Set up new jobs and ensure proper documentation is uploaded and maintained
• Assist in preparing change orders, payment applications, and subcontractor agreements
• Ensure site documentation, permits, and punch lists are up to date and completed
• Help manage close-out procedures for completed projects, including permit resolution and punch list sign-off
• Act as the liaison between field crews, project managers, subcontractors, and clients
• Participate in regular project meetings to review progress, identify delays, and resolve scheduling conflicts
• Maintain clear, professional communication with all internal and external stakeholders
• Support vendor negotiations and assist with estimating during the bid process
• Provide administrative support to project and construction teams as needed

Requirements

• High school diploma or GED required; associate degree or trade school certification a plus
• Previous experience in scheduling, construction coordination, project administration, or electrical service coordination
• Familiarity with electrical systems (AC/DC) preferred
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Project)
• Experience with work order systems and documentation control tools
• Excellent communication, organization, and multitasking skills
• Strong attention to detail and ability to meet deadlines in a fast-paced environment
• Motivated self-starter with strong interpersonal skills
• Experience coordinating with subcontractors, vendors, and inspectors
• Knowledge of residential or commercial generator installation processes
• Construction industry experience, particularly in electrical or energy services
• Familiarity with permitting and inspection coordination

Skills

Required

• Excellent communication
• Organization
• Multitasking
• Strong attention to detail
• Motivated self-starter
• Strong interpersonal skills
• Work order systems
• Documentation control tools
• Electrical systems (AC/DC) (preferred)

Benefits

• A positive and collaborative work environment
• Voluntary Life Insurance
• Competitive salary
• Paid time off