About the PositionWe are seeking a Senior Service Order Production and Delivery Specialist to join our growing project delivery team. This position will play a key role in coordinating the preparation, tracking, and delivery of service orders supporting client projects, while serving as a lead resource for assigned tasks and providing guidance and mentorship to other team members.
The ideal candidate will have at least five years of relevant experience supporting clients, project teams, or operational processes, with a strong understanding of service order coordination, documentation, and project delivery requirements. This individual will work closely with project managers, site managers, safety managers, quality control managers, clients, customers, and subcontractors to ensure service orders are completed accurately, efficiently, and in accordance with project requirements.
This role is well suited for a highly organized, proactive, and service-oriented professional who can independently lead assigned tasks, coordinate competing priorities, identify opportunities to improve processes, and serve as a knowledgeable resource for colleagues. While this position does not include formal personnel management responsibilities, it requires the ability to mentor team members, share best practices, and help maintain consistent quality across project delivery activities.
Responsibilities- Lead the preparation, review, formatting, and distribution of service orders in accordance with project, client, and company requirements.
- Coordinate service order production and delivery from initial request through completion and close-out, ensuring accuracy, timeliness, and compliance with established processes.
- Serve as the primary lead for assigned tasks, taking ownership of deliverables, schedules, priorities, and follow-up activities.
- Track service order status, deadlines, approvals, revisions, deliverables, and outstanding action items, proactively addressing potential delays or roadblocks.
- Collaborate with project managers and multidisciplinary project teams to gather required information, resolve discrepancies, and ensure service orders are complete and accurate.
- Coordinate with site managers, safety managers, quality control managers, subcontractors, and other stakeholders to support project execution and delivery.
- Provide professional, responsive support to clients and customers by addressing inquiries, coordinating requests, and ensuring timely follow-up.
- Schedule and support client, customer, subcontractor, and internal project meetings, including preparing agendas, presentations, meeting notes, action-item logs, and follow-up communications.
- Maintain accurate and organized project records, correspondence, service order documentation, and other project files.
- Monitor project requirements and deadlines, identify missing information or potential issues, and communicate risks and recommended solutions to appropriate stakeholders.
- Assist with invoice support, service order tracking, status reporting, project documentation, and other administrative and operational requirements.
- Coordinate project close-out activities and verify that required documentation and deliverables are completed and submitted.
- Provide guidance and mentorship to less-experienced team members, sharing knowledge, reinforcing established procedures, and promoting consistency and quality in service order delivery.
- Serve as a resource for process-related questions and help team members navigate service order requirements, documentation standards, and coordination procedures.
- Identify opportunities to improve workflows, documentation practices, and service order delivery processes.
- Work independently while maintaining effective communication and collaboration with project leadership and other stakeholders.
- Perform other duties and support activities as assigned.
Experience and Qualifications- Bachelor's degree from an accredited college or university preferred.
- At least five years of relevant experience in project coordination, project administration, customer service, operations support, construction, engineering, facilities, or a related field.
- Demonstrated experience coordinating service orders, project documentation, customer requests, or similar project delivery activities.
- Proven ability to independently lead assigned tasks, manage deliverables, and coordinate multiple priorities and deadlines.
- Strong customer-service orientation and demonstrated ability to establish and maintain productive working relationships.
- Excellent written and verbal communication skills, with the ability to communicate effectively with clients, customers, subcontractors, vendors, and internal stakeholders.
- Strong organizational skills, attention to detail, and commitment to producing accurate, high-quality work.
- Ability to identify potential issues, resolve complex coordination challenges, and escalate risks appropriately.
- Demonstrated ability to mentor colleagues, share knowledge, and provide day-to-day guidance without formal personnel management responsibilities.
- Ability to exercise sound judgment, take initiative, and work independently with minimal supervision.
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
- Experience with Adobe Acrobat preferred; Newforma experience is a plus.
- Ability to learn and apply technical project terminology, contractual requirements, and client-specific processes.
- Ability to adapt to changing priorities and maintain effective coordination in a fast-paced project environment.
- Commitment to continuous improvement, collaboration, and professional development.
Preferred Qualifications- Experience supporting engineering, construction, environmental, infrastructure, federal, energy, facilities, or other technical projects.
- Experience working with project management, accounting, or enterprise resource planning systems.
- Experience coordinating meetings, maintaining action-item logs, tracking deliverables, and supporting project close-out activities.
- Experience working under client contracts, task orders, service agreements, or similar structured project arrangements.
- Experience serving as a lead coordinator or senior resource for project administration, service delivery, or operational support functions.
- Demonstrated success improving administrative workflows, standardizing processes, or mentoring less-experienced team members.
All Pond & Company positions require participation in at least one in-person interview as part of our hiring process, and most roles also require in-person onboarding at a Pond office location; candidates should expect to meet directly with our team and should be cautious of any communication suggesting otherwise.Additional InformationMany factors are considered when determining compensation at Pond, including scope and level of position, geographic location, candidate skill, knowledge and experience. Starting base pay may vary depending on these factors. Please see the hiring range associated with this posting for more information.
Additional cash incentives may be provided as part of the compensation package, in addition to a range of medical, financial and/or other benefits dependent on position offered. Learn more about Pond's comprehensive benefits offerings here.
