Regional Administrative Coordinator

Description

Kanawha Scales & Systems, LLC is seeking a Regional Administrative Coordinator to support our regional operations. This position is a versatile administrative and operational role that combines service coordination, invoicing, accounts payable, office administration, and regional support
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There is currently one opening for this position, with the potential to be based in Charlotte, NC, Memphis, TN, or Birmingham, AL. The final hiring location will be determined based on business needs and the selected candidate.

The Regional Administrative Coordinator will serve as a key resource for branch and service teams across the region, helping maintain consistent administrative and service operations. This individual will provide regional coverage during staffing gaps, employee absences, or periods of increased workload while also supporting day-to-day administrative and accounting functions.

This opportunity is well suited for someone with experience as a Service Coordinator, Office Coordinator, Office Manager, Administrative Specialist, Accounting Clerk, Dispatcher, or similar administrative/operations role who enjoys a varied position and working with multiple teams.

Some travel throughout the assigned region may be required, generally 20% or less
Duties & Responsibilities

• Provide administrative and operational support across assigned KSS locations and regional operations
• Serve as a regional resource for Service Coordinators and branch administrative teams
• Provide service coordination coverage during staffing gaps, employee absences, or periods of increased workload
• Field incoming service-related phone calls and assist with scheduling technicians and service activities
• Coordinate service work, preventative maintenance contracts, and call-out schedules as needed
• Provide customers with friendly, professional, and responsive support
• Ensure accurate job ticket, pricing, customer, and service information for timely invoicing
• Prepare, process, and maintain accurate customer invoices
• Assist with accounts payable functions, including processing, coding, matching, and maintaining vendor invoices and records
• Assist with accounts receivable and other accounting-related administrative functions as needed
• Assist with purchase orders, expense reports, and other administrative processes
• Order parts and supplies and assist with shipping and receiving activities
• Maintain accurate branch and regional records, documentation, and files
• Maintain and update ISO documentation, vehicle maintenance records, training records, and other operational documentation
• Communicate with branch leadership, Service Managers, technicians, customers, vendors, and corporate departments
• Provide administrative support to branch locations throughout the assigned region
• Assist with special projects and other administrative or operational duties as assigned
• Travel to KSS locations within the assigned region as needed, generally 20% or less

Requirements

Qualifications & Education

• High School Diploma or equivalent
• Previous experience in an administrative, office coordination, service coordination, accounting, dispatch, or operations support role
• Previous experience with invoicing and/or accounts payable is required
• Strong attention to detail and accuracy, particularly when working with financial and service documentation
• Strong Excel skills and general proficiency with Microsoft Office
• Proven initiative and positive attitude
• Highly dependable and reliable
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment
• Ability to work independently while also collaborating with branch and regional teams
• Strong organizational and time-management skills
• Ability to travel throughout the assigned region as needed
• Ability to pass a drug test and background check

Preferred Skills

• Strong customer service skills
• Excellent verbal and written communication skills
• Strong multitasking and problem-solving abilities
• Experience working with ERP, CRM, accounting, or service management systems
• Ability to quickly learn new software, systems, and processes

Position Type & Schedule

• Full-time position
• Monday through Friday
• Work schedule will fall within normal business hours
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