Crawford Services
  • Grand Prairie, TX, USA
  • 15-20
  • Hourly
  • Full Time

medical, dental, vision, STD/LTD, 401k, PTO, Paid Holidays

Administrative Coordinator (AC)

Job Description

Reports directly to whom: Construction and SVC Administrative Assistant

 Directly supervises whom/what: NA

 Role: Assists with all things Construction and Commercial Service.

 Tasks and Duties:


  • Answer inbound calls and schedule Commercial Service Technicians.
  • Review time sheets and verify/consult with employees about any time discrepancies.
  • Compile employee time sheet, production and payroll data from time sheets and other records into Aptora for Commercial Service and Construction.
  • Record all payroll data into Aptora and on weekly time sheet for Commercial Service and Construction.
  • Act as communication liaison with technicians via GPS, tablets, email and cell phone.
  • Update Aptora with installed equipment data (model # and serial #)
  • Weekly L10 meeting to review department metrics, solve issues, and review all jobs completed and in progress.
  • After a CE has completed their work for the day, enter time and reconcile/verify all time against the GPS.
  • Verify employee payroll time sheets from Aptora and adjust time from tablets as required. Seek daily approval of time from CE.
  • Ensure that all time is logged and applied correctly in Aptora and submitted to Payroll by no later than Tuesday at 11AM.
  • Compile job folders and warranty books.
  • Assist in entering PO's.
  • Backup for SVC and Construction dispatch, purchasing, and scheduling.
  • Compile submittals, label/highlight units on submittals, and save these to the department drive for field use. PDF editor knowledge preferred for this task.
  • Scan and file purchase orders with pick tickets onto the department drive.
  • Enter equipment and filter sizes into Aptora, our accounting software.
  • Register equipment.
  • Assemble Home Owner Warranties, Registrations, and Owner's Manual Books.
  • Research materials and equipment pricing.

 Job Requirements:

  • Regular and punctual attendance. Ability to work overtime if needed (and approved.)
  • Excellent customer service principles and practices.
  • Skill in operating personal computer and programs such as database, word processing, and industry specific software.
  • Skill in operating a multi-line phone system.
  • Skill in verbal and written communication.
  • Ability to handle a variety of tasks.
  • Ability to perform accurate data entry.
  • Maintains Company Core Values.


Minimum of 2 years working in a high paced office environment that deals with field personnel.

 Physical Requirements:

  • Must be able to see well enough to read reports, data, statistics, drawings and information on a computer screen.
  • Must be able to hear and speak well enough to communicate on the telephone and in person.
  • Must be able to use your fingers for grasping, feeling, and be able to operate a computer and calculator.
  • Must be able to stoop, bend, and lift to 10 pounds and reach. May be required to do limited carrying, lifting, pushing, or pulling.
  • Mostly sedentary position.

 Note: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. Such statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.



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