Office Administrator​/Service Coordinator

Job Overview

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

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.

• 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
• Sup…