Office Administrator​/Service Coordinator

Service Coordinator / Office Administrator

Position Title:

Service Coordinator / Office Administrator

Salary/Pay Rate: $19.00 – $28.00 per hour (Based on Experience)

Job/

Employment Type:

Full-Time

Industry: Commercial Service / Construction / Skilled Trades

Primary Focus:
Service Coordination, Job Tracking, Scheduling, AP/AR & Customer Support

The Opportunity

We are seeking an organized, detail-oriented Service Coordinator / Office Administrator to help keep daily service operations organized and moving efficiently.

This is a key office position responsible for tracking jobs and estimates from initial inquiry through completion, coordinating service activity, following up with customers, processing invoices, assisting with accounts payable and receivable, and ensuring technicians have the materials they need before scheduled work begins.

You'll work at the center of the operation, connecting customers, technicians, vendors, materials, scheduling, and billing. The ideal candidate is comfortable managing multiple moving pieces at once and understands the importance of following through until each task is complete.

If you have previous administrative or service coordination experience within a commercial service, construction, or skilled trades environment, we want to hear from you.

How You Will Make an Impact

Service Coordination & Job Tracking

Track active jobs, pending estimates, scheduled service calls, and completed work orders

Maintain accurate job information throughout each phase of the service lifecycle

Monitor outstanding tasks and follow up to keep jobs moving toward completion

Assist with scheduling service calls and coordinating technician dispatch

Confirm job details and communicate necessary information to technicians and internal team members

Help identify scheduling, material, or administrative issues that could delay service

Maintain organized and accurate electronic job records

Escalate customer calls, job issues, and other situations to the appropriate team member when necessary

Customer Service & Follow-Up

Serve as a professional point of contact for customers throughout the service process

Follow up with customers regarding outstanding estimates, scheduled service visits, completed jobs, and billing questions

Make outbound follow-up calls to help move estimates and open service items forward

Respond to incoming phone calls and emails professionally and efficiently

Route technical questions or escalated customer concerns to the appropriate individual

Maintain clear communication between customers, technicians, and office personnel

Help ensure customers receive timely updates throughout the service process

Billing, Invoicing & AP/AR

Generate and send customer invoices promptly after work is completed

Track Accounts Receivable (A/R) and follow up on outstanding customer balances

Assist with collections and payment-status communication

Track Accounts Payable (A/P) and ensure vendor bills are entered and processed accurately

Maintain accurate billing and financial records

Use Quick Books for invoicing, bill entry, and basic AP/AR tracking

Coordinate with internal team members to resolve discrepancies involving invoices, purchase orders, or job costs

Materials, Purchasing & Inventory Coordination

Monitor purchase orders and material orders associated with active jobs

Track job-specific materials, including commercial hardware, door components, and special-order items

Verify that ordered materials have been received before scheduled service or installation dates

Communicate material delays or missing items before they impact technician schedules

Coordinate with vendors and internal team members regarding order status when necessary

Help ensure field technicians have the required materials and information before dispatch

Office Administration

Support general day-to-day office operations

Maintain organized electronic files, customer records, job documentation, and correspondence

Assist with data entry, spreadsheets, reports, emails, and other administrative tasks

Maintain calendars and scheduling information

Help improve organization and communication across the office and field service teams

Provide additional administrative support as business needs arise

Required Qualifications & Experience

2+ years of administrative, service coordination, dispatch, or office management experience

Experience with Quick Books for invoicing, bill entry, and basic AP/AR tracking

Proficiency with Google Workspace (Docs, Sheets, Gmail, Drive, Calendar) and/or Microsoft 365…