Administrative Coordinator

About the role

The Administrative Coordinator handles essential office tasks in a fast-paced environment, focusing on billing and accounting. Responsibilities include processing invoices, payments, and reconciling accounts with billing software, ensuring accuracy, and resolving discrepancies. Additional duties involve managing incoming calls, scheduling, and general office support.

Responsibilities

• Processing invoices, payments, and reconciling accounts with billing software
• Ensuring accuracy and resolving discrepancies
• Answering and directing incoming phone calls to the appropriate departments or personnel
• Scheduling jobs in the TCR system and electronically scheduling tickets for field technicians
• Reviewing work tickets daily to ensure all required photos, items, and signatures are completed accurately
• Handling filing and mailing tasks to maintain organized records and timely communication
• Assisting with Accounts Receivable (AR) collections as needed to support financial operations
• Managing the company’s cell phone inventory, including setting up and activating phones for new hires and troubleshooting issues by coordinating with the designated cell phone and app contact
• Serving as a backup to the Onboarder by assisting with tasks related to New Hire Orientation
• Fulfilling other work-related duties as assigned to support team objectives and operational needs

Requirements

• High School Diploma or GED
• Associates degree preferred
• 2+ years of experience as an office administrative assistant, construction industry experience is a plus
• Strong verbal, written, and interpersonal skills
• Attention to detail to ensure invoices are error-free and payments are applied correctly
• Proficiency in using billing software and accounting systems
• Strong numerical skills and the ability to analyze financial data
• Ability to work in a fast-paced construction office environment
• Ability to organize and prioritize workload to meet deadlines
• Proficient in MS Outlook, Excel, and Word as well as skilled use of office equipment
• Knowledge of TCR software a plus

Skills

• Proficiency in MS Outlook, Excel, and Word
• Skilled use of office equipment