Senior Service Order Production and Delivery Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the preparation, examination, formatting, and distribution of service orders.

• Manage the entire service order production and delivery process from initial request to final completion and closure.

• Take ownership of assigned deliverables, schedules, priorities, and follow-up tasks.

• Monitor the status of service orders, including deadlines, approvals, revisions, deliverables, and action items.

• Collaborate with project managers and interdisciplinary project teams to collect information and resolve any discrepancies.

• Coordinate with site managers, safety managers, quality control managers, subcontractors, and other relevant stakeholders.

• Assist clients and customers by addressing inquiries, managing requests, and ensuring timely follow-up.

• Arrange and facilitate meetings for clients, customers, subcontractors, and internal project teams.

• Draft agendas, presentations, meeting notes, action-item logs, and follow-up communications.

• Maintain comprehensive project records, correspondence, service order documentation, and project files.

• Keep track of project requirements and deadlines, identify potential issues, and communicate risks along with recommended solutions.

• Aid with invoice support, service order tracking, status reporting, project documentation, and other administrative needs.

• Manage project close-out tasks and confirm the completion of necessary documentation and deliverables.

• Mentor junior team members and act as a resource for process-related inquiries.

• Recognize opportunities to enhance workflows, documentation practices, and service order delivery processes.

• Operate independently while ensuring effective communication and collaboration with project leadership and stakeholders.

• Execute additional duties and support activities as assigned.

⛳️ Requirements

• Minimum of five years of relevant experience in project coordination, project administration, customer service, operations support, construction, engineering, facilities, or a related sector.

• Proven experience in coordinating service orders, project documentation, customer requests, or similar project delivery tasks.

• Demonstrated capability to independently manage assigned tasks, oversee deliverables, and handle multiple priorities and deadlines.

• Strong customer-service mindset with the ability to build and maintain effective working relationships.

• Exceptional written and verbal communication skills.

• Strong organizational abilities and meticulous attention to detail.

• Proficient in identifying potential issues, resolving complex coordination challenges, and appropriately escalating risks.

• Capability to mentor peers and provide daily guidance without formal personnel management responsibilities.

• Ability to utilize sound judgment, take initiative, and work independently with minimal supervision.

• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

• Experience with Adobe Acrobat is preferred; familiarity with Newforma is a plus.

• Ability to learn and apply technical project terminology, contractual obligations, and client-specific processes.

• Capacity to adapt to shifting priorities in a fast-paced project environment.

• A Bachelor’s degree from an accredited institution is preferred.

• Preferred experience in supporting engineering, construction, environmental, infrastructure, federal, energy, facilities, or other technical projects.

• Preferred experience with project management, accounting, or enterprise resource planning systems.

• Preferred experience in coordinating meetings, maintaining action-item logs, tracking deliverables, and aiding project close-out activities.

• Preferred experience working under client contracts, task orders, service agreements, or other structured project frameworks.

• Preferred experience as a lead coordinator or senior resource for project administration, service delivery, or operational support.

• Demonstrated success in enhancing administrative workflows, standardizing processes, or mentoring junior team members.

🏝️ Benefits

• Competitive salary and comprehensive benefits package.

• Opportunities for professional development and career advancement.

• Supportive team environment with a focus on collaboration and innovation.