Service Dispatcher & Administrative Lead; Ventura

Position Title

Service Coordinator & Administrative Specialist

American Automatic Doors, Inc.

$27 – $40+ per hour (Based on Experience)

Full-Time

Ventura, CA

Commercial Door Systems / Access Control / Service Operations

American Automatic Doors, Inc. is seeking a highly organized and customer‑focused Service Coordinator & Administrative Specialist to serve as the central hub of our daily service operations. This is a fast‑paced role designed for someone who thrives on multitasking, problem‑solving, and coordinating moving parts. You'll be primarily responsible for preparing proposals, processing invoices, supporting customer communications, managing administrative workflows, and assisting with technician scheduling.

This role serves as the administrative backbone of the organization while helping ensure field operations run efficiently and customers receive exceptional service.

If you enjoy creating order from chaos, solving scheduling challenges, and being the go‑to person that keeps a business running smoothly, this is an outstanding opportunity to join a respected family‑owned company with long‑term career potential.

American Automatic Doors, Inc. is a trusted, family‑owned company built on hard work, honesty, and exceptional customer service. We specialize in commercial door systems, automatic doors, access control solutions, storefront glazing, and service operations throughout Southern California. Our reputation has been built through reliable service, strong client relationships, and a commitment to doing things the right way. Our team takes pride in delivering quality workmanship while maintaining a supportive environment where employees can grow professionally and personally.

Learn more at

• Administrative & Financial Operations:
  Prepare customer proposals, estimates, and service documentation; process invoices and maintain accurate billing records; assist with collections and customer account follow‑up; maintain organized digital and physical filing systems; generate reports and support office workflow management; ensure customer records and project documentation remain accurate and up to date

• Manage and maintain the daily service schedule for technicians and field personnel
• Dispatch technicians efficiently based on priority, location, workload, and customer needs
• Monitor technician progress and adjust schedules throughout the day as necessary
• Forecast technician workload and staffing needs several days in advance
• Coordinate emergency service requests and high‑priority customer needs

• Answer and manage incoming customer calls, emails, and service requests
• Schedule service appointments and communicate arrival windows
• Provide customers with updates regarding technician schedules and delays
• Resolve scheduling conflicts and customer concerns professionally and efficiently
• Deliver a positive customer experience during every interaction

• Process service tickets, work orders, invoices, and administrative documentation
• Assist with collections efforts for outstanding invoices
• Prepare service proposals and customer documentation
• Maintain accurate customer records and service histories
• Generate reports and support office workflow processes

• Track parts orders and pending materials
• Follow up with vendors regarding delayed deliveries
• Coordinate parts pending jobs to ensure efficient scheduling once materials arrive
• Maintain communication between technicians, customers, vendors, and office staff

• Previous experience in dispatching, scheduling, customer service, or administrative operations
• Strong multitasking and organizational skills
• Excellent verbal and written communication abilities
• Ability to remain calm and professional in a fast‑paced environment
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word)
• Strong problem‑solving and decision‑making skills
• High School Diploma or GED
• Reliable, self‑motivated, and detail‑oriented work ethic

• Experience using Quick Books for…