Administrative Services Coordinator

Job Title: Administrative Services Coordinator
Location: Houston, TX 77032 (Remote)
Duration: 4 Months
Work Arrangement: Fully Remote
Time Zone: Any time zone works
 
Fully remote position
Any time zone works
Positions are geared more towards data entry
Will train on their systems however experience with deltech vantage point would be welcome
Fast paced environment
Must have great organizational skills
Attention to detail
Microsoft suite
Plan is to extend and/or convert
 
Job Description:
To provide responsive, accurate, and timely project intake and setup support from initial client contact through assignment readiness. This position serves as a central liaison among clients, intake channels, operations, and technical experts to ensure complete project information, appropriate geographic and service-line coordination, and accurate entry into Deltek Vantagepoint.
 
Supports the Client Services function by coordinating project intake, gathering and validating assignment information, communicating with clients and internal teams, and accurately establishing projects in Deltek Vantagepoint. The role helps route assignments across EFI Global's national geography and multiple service lines, including engineering, fire sciences, and environmental services.
 
Duties and Responsibilities
Receives new project assignments through our internal teams to accurately and efficiently complete project set up.
 
Communicates professionally with clients and internal stakeholders to obtain missing or incomplete project information, clarify assignment requirements, and confirm next steps.
 
Collects, reviews, and validates project intake data, including client and contact information, loss or incident details, site location, requested service, scope, timing, billing requirements, claim or reference numbers, and supporting documents.
 
Enters and maintains accurate project data in Deltek Vantagepoint, including project-level information, phases, service-line coding, branch or geographic assignments, client information, billing-related details, and other required fields.
 
Coordinates project routing across a national geography and multiple technical service lines, including engineering, fire sciences, and environmental services.
 
Works with operations leaders, project managers, technical experts, client service teams, and billing personnel to identify the appropriate discipline, location, and assignment path.
 
Performs required intake quality checks and supports conflict-check, budget, approval, and assignment processes in accordance with established procedures.
 
Prepares and distributes project setup information, assignment documentation, acknowledgements, job sheets, and supporting materials as required.
 
Monitors open intake items, follows up on outstanding information, and communicates status to appropriate stakeholders to support timely project assignment.
 
Maintains organized electronic records and handles client, project, and claim information with accuracy, discretion, and confidentiality.
 
Identifies recurring intake issues, data-quality concerns, and process improvement opportunities and escalates them to the appropriate team member.
 
Provides backup support for other Client Services and project administration activities as business needs require.
 
Additional Functions and Responsibilities
Performs other duties as assigned.
 
Supports the organization's quality, compliance, and continuous-improvement programs.
 
Participates in training and maintains working knowledge of intake procedures, client requirements, service lines, and Deltek Vantagepoint processes.
 
Education
High school diploma or GED required.
Associate's or bachelor's degree in business administration, communications, project administration, or a related field preferred.
 
Experience
Entry level through four (4) years of experience in client service, project coordination, data entry, professional services administration, claims intake, or a related environment.
 
An equivalent combination of education and experience may be considered.
 
Skills and Knowledge
Strong client service orientation and professional telephone, email, and written communication skills.
 
High level of accuracy and attention to detail when gathering, validating, and entering data.
 
Solid proficiency in Microsoft 365, including Outlook, Word, Excel, Teams, SharePoint, and related collaboration tools.
 
Solid proficiency with Adobe Acrobat, including reviewing, organizing, combining, and preparing PDF documents.
 
Ability to learn and effectively use Deltek Vantagepoint and other client portals or business systems.
 
Strong organizational and time-management skills, with the ability to manage multiple assignments and deadlines simultaneously.
 
Ability to ask effective questions, identify missing information, and follow through until intake requirements are complete.
 
Ability to work collaboratively across geographic locations, service lines, and functional teams.
 
Problem-solving skills and sound judgment, including appropriate escalation of urgent, sensitive, or incomplete assignments.
 
Ability to maintain confidentiality and handle client and project information responsibly.
 
Ability to work independently while contributing positively in a team environment.
 
Additional Information
This is a fully remote position, and candidates from any time zone can be considered.
 
The position is geared more toward data entry in a fast-paced environment.
 
Training will be provided on the company's systems; however, experience with Deltek Vantagepoint would be welcome.
 
Strong organizational skills and attention to detail are essential.
 
The plan is to extend the contract and/or convert the position.