Coordinator Office

About the role

The Office Coordinator supports daily operations by ensuring accurate documentation, timely invoicing, and effective communication between various stakeholders.

Responsibilities

• Invoicing & Financial Coordination:
  • Initiate and process invoicing in a timely and accurate manner.
  • Review field documentation for completeness and accuracy prior to billing.
  • Work with the field team and customer systems to verify billable items before invoicing.
  • Process corrections received from field personnel.
  • Follow up on rejected invoices and resolve discrepancies promptly.
  • Maintain accurate billing records and supporting documentation.
  • Keep financial reports and spreadsheets updated daily.
  • Monitor accounts receivable activity and help maintain accurate Days Sales Outstanding (DSOs).
• Communication & Field Coordination:
  • Communicate consistently with field personnel to gather required documentation and clarify discrepancies.
  • Work with the field team to build jobs in the system (including transit entries) accurately and timely.
  • Ensure all submitted paperwork meets company standards and deadlines.
  • Serve as a liaison between field teams, office management, and customers when necessary.
• Quotes & Data Entry:
  • Collaborate with the Quotes and Data Entry teams to ensure accurate daily entry of jobs and related information.
  • Verify job details align with approved quotes before processing.
  • Monitor data accuracy and address inconsistencies promptly.
• Administrative & Reporting Duties:
  • Maintain organized digital and physical filing systems.
  • Update and manage spreadsheets, tracking logs, and operational reports.
  • Track job progress, billing status, and aging reports to ensure deadlines are met.
  • Support additional administrative tasks as assigned.

Qualifications

• Previous experience in administrative, billing, accounts receivable, or office coordination roles preferred.
• Strong proficiency in Microsoft Excel and other Microsoft Office applications.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and meet strict deadlines.
• High level of accuracy and attention to detail.

Skills

• Detail-oriented and highly organized.
• Self-motivated and proactive.
• Strong problem-solving skills.
• Ability to work independently and collaboratively across teams.
• Effective time management skills.
• Deadline-driven with strong follow-through.
• Financial and billing accuracy focus.

Benefits

• Weekly Paychecks
• Paid Time Off, Parental Leave, and Holidays
• Insurance (including medical, prescription drug, dental, vision, disability, life insurance)
• 401(k) w/ Company Match
• Stock Purchase Plan
• Education Reimbursement
• Legal Insurance
• Discounts on gym memberships, pet insurance, and much more!