Office Administrative Coordinator

Office Administrative Coordinator (Field Operations Support)

Dallas, TX 75207

100% in office

M-F 8AM - 5PM

$60-70k DOE

Job Summary: The Office Manager is the connective tissue across the company's day-to-day operations. This person keeps crews scheduled and moving, answers the phone and routes calls to the right place, keeps the hiring pipeline running, keeps compliance paperwork current, and manages the company's third-party vendor accounts and logins — all at once. The role touches nearly every department (Ops, HR, Finance) without owning any one of them outright. Success depends on someone who can operate confidently inside several software systems at once, prioritize competing demands from different departments, and know when to escalate versus when to just handle it.

Scope & Responsibilities

This is a cross-functional G&A role. The list below reflects tasks that could sit with the Office Manager. Not everything will land here on day one — the working assumption is that this person owns the core of each area and coordinates the rest with the relevant department lead.

Scheduling, Dispatch & Travel (~25%)

●       Input crew schedules and dispatch assignments into the system and keep them current with real-time changes (this role maintains the schedule; it does not independently set crew assignments).

●       Book crew travel (flights, hotels, rental vehicles) for out-of-market and storm/emergency work.

●       Coordinate subcontractor scheduling alongside internal crew calendars.

●       Track crew and vehicle locations/hours through Motive and Ramp where applicable.

Equipment, Shop & Fleet Support (~10%)

●       Coordinate truck, tool, and equipment maintenance scheduling with the shop.

●       Maintain basic tracking of equipment condition, service intervals, and tool inventory.

●       Flag equipment/fleet issues to leadership before they become project delays.

Reception, Systems & Vendor/Account Administration (~20%)

●       Serve as the first point of contact for incoming calls; maintain enough general working knowledge of ASG's departments and people to route calls to the right place.

●       Administer ASG's SharePoint site user access, folder/document structure, and content organization.

●       Maintain and organize logins and credentials for third-party websites and vendor accounts — toll roads, online ordering/supply portals, and similar services.

HR & Training Support (~15%)

●       Post open roles, screen incoming applicants, and coordinate interview scheduling.

●       Support onboarding logistics and training day coordination for new hires.

●       Administer clock in/clock out via QuickBooks Time and flag exceptions.

●       Support payroll processing hand-off and ensure timekeeping accuracy.

●       Track all employee certifications and renewals — OSHA 10/30, welding, NCCCO, etc.

Financial & Systems Administration (~15%)

●       Manage day-to-day Ramp activity: card transactions, receipts, memo hygiene, and expense coding.

●       Track foreman job performance data feeding into bonus calculations.

Compliance & Documentation (~15%)

●       Track permitting and license renewals across jurisdictions.

●       Collect and maintain Certificates of Insurance (COIs) and subcontractor agreements.

●       Maintain project photo / proof-of-performance (POP) documentation for job files and customer close-out.

Qualifications:

• 3+ years of administrative or office management experience in a field-service industry (HVAC, construction, plumbing, etc.)
• Demonstrated comfort working inside multiple software systems.
• Comfortable being the point person for logistics - crew travel, dispatch and subcontractor coordination
• Basic understanding of invoicing and expense coding
• Strong scheduling and multitasking abilities in a fast-paced environment
• Excellent communication and problem-solving skills
• Proficiency in office software and dispatching/job management systems
• Ability to work collaboratively with both office staff and field crews

Preferred Traits:

• Direct experience with QuickBooks and QuickBooks Time
• Detail-oriented and highly organized
• Comfortable handling urgent issues and shifting priorities
• Knowledge of industry terminology and workflows

This role is ideal for someone who thrives in a dynamic environment and enjoys keeping both office operations and field teams running smoothly.

RPC Staffing was founded in 2002 as a firm that combines a hands-on approach with industry expertise and national reach.

We are a Veteran Owned Business; HUB Certified staffing company; a proud member of the Association of the United States Army & American Staffing Association; one of Dallas Business Journal’s Top Hispanic Owned Companies; an INC. 5000 America’s Fastest-Growing Private Company; a six-time winner of Clearly Rated’s Best of Staffing award; and one of Forbes’ America’s Best Professional Recruiting Firms.