District Coordinator en TorcSill Foundations, LLC

District Coordinator

The District Coordinator plays a critical role in supporting the General Managers by handling a wide range of administrative, operational, and project-related tasks. This position ensures smooth day-to-day operations across the regions by facilitating communication, coordinating project documentation, maintaining compliance, and assisting with billing and scheduling processes. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while serving as a dependable partner to the RGM and field teams.

Major Responsibilities

Project & Operational Support

• Support the General Managers with project coordination tasks, including scheduling, document preparation, and tracking timelines.

• Initiate and maintain One Call requests and set up new Project Numbers in our payroll software and QuickBooks based on Salesforce data.

• Prepare and distribute complete Job Books (drawings, quotes, One Call, safety documents) to field leads.

• Track job progress through the Job Tracker Spreadsheet, including BOLs, job tickets, and installation updates.

• Monitor and document change orders, ensuring updated project numbers and project data are reflected in Salesforce and Scorecards.

Billing & Documentation

• Create daily sales orders in QuickBooks based on job tickets or BOLs, ensuring alignment with PO and billing expectations.

• Submit accurate and complete Job Packs (including required checklists and documents) to Accounting within two business days of project activity.

• Reconcile billing progress with POs and project milestones; ensure updates are captured in Scorecard and Salesforce.

• Regularly interact and collaborate with Operational Support, HR, and Accounting teams (including Accounts Receivable and invoicing) to ensure accuracy and compliance in project billing and personnel processes.

• Ensure daily field tickets are submitted to the appropriate job folders and aligned with billing documentation.

Administrative & Employee Support

• Manage the General Manager’s calendars, prepare reports, and coordinate travel for field staff as needed.

• Maintain daily employee time records in the time and attendance system for the General Manager’s approval.

• Assist with onboarding by coordinating with HR on recruiting, screening, and ensuring the completion of required documentation.

• Serve in a dotted-line capacity to AR, Operational Support, and HR for finance- and HR-related issues and coordination

• Ensure field time is coded accurately to the correct job and submitted daily to support payroll and project tracking.

• Ensure required training (TWIC, IS Net World, site-specific) and safety compliance documents are obtained and maintained.

Procurement & Inventory Coordination

• Submit and track purchase orders using JotForm and QuickBooks; follow up with vendors and Procurement as needed.

• Review and respond to open PO reports bi-monthly to resolve outstanding documentation or receiving issues.

Education and Experience

• 3-5 years of Administrative experience

• Bachelor’s degree preferred, but not required

• Accounting knowledge is a plus

• Experience working in a customer-facing and fast-paced environment

Qualifications

Skills

• Proficient in Microsoft Office Suite (Excel, Word, Outlook); QuickBooks and ADP experience preferred.

• Strong organizational skills with the ability to manage multiple tasks and competing priorities.

• Excellent verbal and written communication skills; able to interact professionally with internal teams and external clients.

• High attention to detail, accuracy, and follow-through.

• Ability to analyze data and documentation to identify inconsistencies or gaps.

• Customer-focused mindset with a commitment to providing support to field operations.

• Capable of working independently and collaboratively in a fast-paced environment.

• Must successfully pass pre-employment and random drug and alcohol tests per company policy.

Physical Work Demands

• Ability to sit at a desk and work on a computer for extended periods.

• Occasionally required to stand, walk, bend, kneel, or reach.

• Must be able to lift and carry up to 25 pounds on occasion.

• Use of standard office equipment, including phones, printers, copiers, and filing systems.

Mental Work Demands

• Regular and punctual attendance is required.

• Must be able to work occasional extended hours to meet deadlines or support project needs.

• Ability to stay focused and organized while managing interruptions, shifting priorities, and time-sensitive tasks.

• Must maintain professionalism, confidentiality, and a positive attitude in a team-oriented environment.

• Occasional travel within the region may be required to support the General Manager, for Corporate events, or project needs.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Experience:

• Administrative: 3 years (Required)

Ability to Commute:

• Bridgeport, WV 26330 (Required)

Work Location: In person