Administrative Coordinator - Testing & Critical Power

VarcoMac, a Legence company
VarcoMac is a leading provider of electrical & power services in the Mid-Atlantic region. Our culture is open, collaborative, innovative and fun– all reflected in recognition of VarcoMac as a ‘#1 Best Place to Work’ on multiple occasions. We foster a work environment that encourages and rewards creative thinking. Our employees are passionate about their work and genuinely love what they do. With diverse areas of expertise, VarcoMac is the ideal place to build your career and develop skills in project management, entrepreneurship, leadership, and life.


Administrative Coordinator – Testing & Critical Power

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.
Core Administrative & Project Support
• 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.

Scheduling & Communication
• 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.

Reporting & Data Tracking
• 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.

Skills & Qualifications
• 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.
• Background in the construction trade industry preferred.

Salary Range: $25.00-$30.00 per hour depending on experience
No sponsorship is available for this position.
#LI-AC1 #LI-Onsite


About Legence
Legence (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq-100 Index among its clients.
Benefits Overview
Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
Time Off