Office Administrator/Service Coordinator

About the role

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.

Responsibilities

• 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
• 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
• 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