Administrative Coordinator
Administrative Coordinator
San Antonio, TX & Surrounding Areas
VidaConnect is seeking a highly organized and personable Administrative Coordinator to join our growing team. In this role, you will be the friendly face and steady hand behind our day-to-day administrative operations. You'll manage incoming calls, schedule service appointments and lift installations, handle customer communications, and support our field technicians by coordinating logistics and maintaining accurate records.
This position plays a crucial role in supporting our veteran community and other clients by ensuring their needs are met with care, precision, and professionalism. Ideal candidates will be detail-oriented, adaptable, and comfortable juggling administrative tasks with customer service responsibilities.
The role is available as a 3 month contract in the first instance but extendable. 15-30 hours per week.
What You'll Do
Scheduling & Coordination:
- Schedule service appointments, lift installations, and repairs for service technicians.
- Communicate daily schedules with the service team, ensuring clarity and efficiency.
- Manage the appointment calendar and accommodate urgent requests or changes.
- Coordinate with customers, vendors, and other stakeholders regarding timelines and service details.
Customer Service & Communication:
- Answer incoming calls and emails with professionalism and warmth.
- Assist customers—many of whom are veterans—with questions, appointment requests, and service updates.
- Make outbound calls to follow up on service visits, confirm appointments, or relay information.
- Serve as a point of contact for customer inquiries, providing timely and helpful responses.
Administrative Support:
- Prepare and maintain records including receipts, invoices, tax documentation, and service logs.
- Assist with payroll processing and employee hour tracking.
- Maintain digital and physical filing systems, ensuring all paperwork is accurate and up to date.
- Order and track office and service supplies as needed.
Documentation & Compliance:
- Ensure all customer and service records are entered into systems accurately.
- Prepare basic reports and summaries as requested by leadership.
- Support any billing, insurance paperwork, or documentation required for veteran-related services.
Office Management:
- Maintain a clean, welcoming office environment.
- Support occasional walk-in customers with service questions or product inquiries.
- Collaborate with technicians to improve internal processes and ensure a smooth workflow.
What We're Looking For
Qualifications
- Previous experience in office administration, customer service, or scheduling preferred.
- High school diploma or equivalent required; additional training or coursework in office management is a plus.
- Excellent organizational and multitasking skills.
- Strong written and verbal communication abilities.
- Familiarity with basic accounting or payroll software (e.g., QuickBooks, Excel) is a bonus.
- Positive, compassionate attitude—especially when working with veterans and seniors.
- Comfort with using computers, scheduling tools, and handling paperwork.
Physical Requirements
- Ability to sit for extended periods and use a computer and phone.
- Occasionally lift up to 20 lbs (e.g., office supplies, paperwork boxes).
- Comfortable working in a fast-paced but friendly office environment.
Benefits
- • Competitive hourly wage based on experience.
- • Opportunities for advancement and professional development.
- • Supportive and mission-driven team culture.
- • Company tools and resources provided.
- • Meaningful work supporting veterans and individuals with mobility needs.
Why Join VidaConnect?
At VidaConnect, you're not just taking a job – you're joining a mission. Every day, you'll have the opportunity to make a real difference in the lives of America's veterans. You'll see firsthand how your technical skills and compassionate service restore independence, dignity, and freedom of movement to those who served our country.
As a family-run business, we treat our employees like family. We believe in open communication, mutual respect, and supporting each other's growth. You'll work in a collaborative environment where your contributions are valued and your professional development is prioritized.
We're expanding across Texas and looking for team members who want to grow with us. This position offers excellent opportunities for advancement as we open new locations and expand our services.
Ready to Apply?
How to Apply
Send your resume and a cover letter explaining why you want to work with VidaConnect to:
Please include "Administrative Coordinator Application" in the subject line. We review all applications and will contact qualified candidates within 5-7 business days.
VidaConnect is an equal opportunity employer committed to diversity and inclusion. We welcome applications from all qualified candidates regardless of race, gender, age, religion, sexual orientation, or disability status. Veterans are strongly encouraged to apply.