Account Coordinator

Job Description

SUMMARY DESCRIPTION :

The Account Coordinator is primarily responsible for creating work orders in support of the Sales Department, assisting with creation of proposals and responses to RFP’s, 3rd party vendor management, and communicating with the company's Warehouse team and their Dispatch daily to coordinate upcoming work.

DUTIES AND RESPONSIBILITIES :

Support the Sales Team, Project Management Team and Operations Team with duties including but not limited to :

Create work orders for the Sales Department.

Update work orders as changes occur prior to the crew being onsite at the client.

Verify that work orders are in place and correct for the next day’s required crews.

Notify / confirm with clients a day in advance that company's crew is scheduled.

Work with Operations to answer questions regarding crew status on the day of the job.

Act as point of contact for communication with ongoing clients who request work for the following day.

Communicate effectively with clients to plan work crew for jobs.

Create and manage a timeline for creation of proposal.

Coordinate information gathering and set up meetings with required personnel to complete proposals a day in advance of the due date.

Create the proposal with all criteria detailed in the RFP

Update and communicate progress of RFP creation with the appropriate Salesperson.

Ensure that a final review is signed off by the appropriate Salesperson a day in advance of RFP due date.

Coordinate 3rd Party Service Work by adhering strictly to the Company's process. This includes obtaining multiple bids, communicating with Salesperson, creating the work order, obtaining PO, scheduling work, updating Salesperson and client before, during and after work is performed, obtaining invoice, closing out work order.

Coordinate and track all COI’s prepared for all locations by client.

Document and track any additional insurance purchased by a client.

Ensure all paperwork and documentation is processed in an accurate and timely manner.

Perform data entry to complete customer and vendor onboarding forms.

Utilize Adobe PDF and DocuSign software to fill in data and circulate for signatures.

Request Purchase Orders from customers, as needed, after quote approved and at same time as COI request.

Post-move communication with customers to ensure everything completed successfully.

Circulate post-move surveys to select customers to complete short surveys via clicking link.

Create template checklists / SOP’s to efficiently track and manage the above tasks and timelines.

Potentially (but not required) assist with invoice instruction creation and submission to accounting, in collaboration with Sales Team.

FULL benefits including vacation pay, holiday pay and paid sick days.

Job Type : Full-time

Benefits : Dental insurance

Health insurance

Paid time off

Vision insurance