Administrative Coordinator (Non Billing)

Title: Administrative Coordinator (Non Billing)

Classification: Non-Exempt

About the Organization

RoadSafe Traffic Systems is the largest national provider of traffic safety products and services in the United States. RoadSafe serves customers in all 48 contiguous states through its network of more than 60+ branch locations. At RoadSafe, we offer competitive pay, growth potential, and an excellent benefits package, including medical, dental, vision, and 401(k) plans for those who qualify. We recognize and value diversity and are committed to creating an inclusive environment for all employees.

JOB SUMMARY:

The Administrative Coordinator serves as the primary liaison between customers, field crews, and internal departments to ensure the efficient scheduling and dispatching of rental equipment and personnel. This position is responsible for coordinating daily operational activities, supporting equipment utilization and inventory management, managing accounts receivable and collections processes, and maintaining accurate operational and financial records. The Administrative Coordinator works closely with operations, branch leadership, and corporate finance to resolve customer issues, support billing and payment activities, monitor performance metrics, and ensure compliance with company policies and procedures. Success in this role requires strong organizational skills, attention to detail, effective communication, and the ability to balance multiple priorities in a fast-paced environment.

ESSENTIAL FUNCTIONS:

• Serve as the primary day-to-day contact for customers during rental engagements and provide technical support regarding equipment selection and usage.
• Dispatch equipment and/or operators with a focus on safety, efficiency, customer service, and profitability.
• Generate, manage, and monitor work tickets for field operations, ensuring accuracy and readiness of field crews.
• Monitor rental fleet activities, equipment utilization, and operational performance, preparing weekly and monthly reports as required.
• Coordinate equipment transfers between branches or divisions to meet operational demands.
• Investigate and resolve discrepancies related to inventory, fleet assets, parts, merchandise, and financial records.
• Close completed jobs in Vista and ensure all operational and financial data is accurate prior to job closure.
• Collaborate with billing, accounting, operations, and branch leadership to improve workflows and resolve issues.
• Maintain accurate documentation, recordkeeping, filing systems, and reporting for operational and financial activities.
• Provide administrative support including phone coverage, document preparation, scanning, and filing.
• Assist with cycle counts, physical inventory audits, and other asset management activities.
• Ensure compliance with company policies, procedures, and financial controls.
• Perform other duties as assigned by management.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to manage multiple priorities in a fast-paced environment.
• Self-motivated with minimal need for supervision.
• Strong analytical and problem-solving skills.
• Ability to understand and assess the financial impact of dispatch activities.
• Proficiency with Microsoft Office and enterprise resource planning (ERP) systems.
• Working knowledge of fleet and inventory management practices.
• Technical aptitude regarding heavy equipment specifications.
• Excellent interpersonal and communication skills.

EDUCATION AND EXPERIENCE:

• The schedule is Monday through Friday from 7 AM until 5 PM (there may be times when they may be asked to work beyond 5 PM and on-call for occasional weekends) with a 1-hour lunch break.
• Bilingual (Spanish/English) highly preferred.
• Technical or vocational training in logistics, equipment operations, or a related field is a plus.
• Minimum 2-3 years of experience in dispatching, logistics coordination, or fleet management.

EOE Statement

RoadSafe is an Equal Opportunity Employer/including Disabled/Veterans