Administrative Coordinator - Testing & Critical Power

Legence • Prince Frederick, MD

6d • $25 - $30 • Onsite

About The Position

VarcoMac, LLC is seeking an experienced and detail-oriented Administrative Coordinator to support the Testing and Critical Power Department in our Prince Frederick, MD location. This role is responsible for assisting with project set-up, scheduling, documentation, reporting, proposals, resource coordination, and project accounting activities. The ideal candidate excels in a fast-paced, customer-focused environment and demonstrates strong organizational, communication, and teamwork skills.

Requirements

• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and the ability to learn new systems quickly.
• High attention to detail and accuracy in documentation and data entry.
• Ability to collaborate effectively with teams across office, field, and client environments.
• 3–5 years of experience in an administrative role required.

Nice To Haves

• Background in the construction trade industry preferred.

Responsibilities

• Support all phases of project delivery, including project set-up, data entry, schedule coordination, real-time progress tracking, report generation, documentation management, and project close-out.
• Assist with drafting proposals, quotes, and qualification packages.
• Help onboard new clients and vendors and verify existing client information by ensuring all required documents and accounts are properly established.
• Submit completed projects for billing and follow up on outstanding invoices or billing discrepancies as needed.
• Assist with the integration and adoption of new systems and adapt related tasks and workflows accordingly.
• Support marketing and outreach activities by maintaining capability statements, technician resumes, and project-related materials.
• Perform other tasks as assigned or developed.
• Manage shared calendars for the testing and critical power teams, track team PTO.
• Maintain and distribute technician schedules, issue calendar invites, and coordinate with clients to confirm site availability.
• Facilitate clear and timely communication between office staff, field personnel, and clients to support project delivery.
• Answer inquiries, route calls appropriately, and take messages as needed.
• Develop and maintain tracking spreadsheets for the use, calibration, and availability of shared resources.
• Maintain customer contact lists, proposal logs, and follow-up schedules.
• Maintain organized digital and physical filing systems for project documentation, ensuring all materials comply with company safety and quality standards.
• Assist with preparing documentation for audits, NETA compliance, and internal reporting requirements.
• Prepare meeting agendas, record meeting minutes, and track follow-up actions.
• Maintain the division’s technician certification database and coordinate renewal reminders; collaborate with Safety to ensure training information remains current.

Benefits

• Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
• Paid vacation, company-paid holidays, and paid sick leave
• 401(k) retirement savings plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed