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 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. How You Will Make An Impact Service Coordination & Job TrackingTrack active jobs, pending estimates, scheduled service calls, and completed work ordersMaintain accurate job information throughout each phase of the service lifecycleMonitor outstanding tasks and follow up to keep jobs moving toward completionAssist with scheduling service calls and coordinating technician dispatchConfirm job details and communicate necessary information to technicians and internal team membersHelp identify scheduling, material, or administrative issues that could delay serviceMaintain organized and accurate electronic job recordsEscalate customer calls, job issues, and other situations to the appropriate team member when necessaryCustomer Service & Follow-UpServe as a professional point of contact for customers throughout the service processFollow up with customers regarding outstanding estimates, scheduled service visits, completed jobs, and billing questionsMake outbound follow-up calls to help move estimates and open service items forwardRespond to incoming phone calls and emails professionally and efficientlyRoute technical questions or escalated customer concerns to the appropriate individualMaintain clear communication between customers, technicians, and office personnelHelp ensure customers receive timely updates throughout the service processBilling, Invoicing & AP/ARGenerate and send customer invoices promptly after work is completedTrack Accounts Receivable (A/R) and follow up on outstanding customer balancesAssist with collections and payment-status communicationTrack Accounts Payable (A/P) and ensure vendor bills are entered and processed accuratelyMaintain accurate billing and financial recordsUse QuickBooks for invoicing, bill entry, and basic AP/AR trackingCoordinate with internal team members to resolve discrepancies involving invoices, purchase orders, or job costsMaterials, Purchasing & Inventory CoordinationMonitor purchase orders and material orders associated with active jobsTrack job-specific materials, including commercial hardware, door components, and special-order itemsVerify that ordered materials have been received before scheduled service or installation datesCommunicate material delays or missing items before they impact technician schedulesCoordinate with vendors and internal team members regarding order status when necessaryHelp ensure field technicians have the required materials and information before dispatchOffice AdministrationSupport general day-to-day office operationsMaintain organized electronic files, customer records, job documentation, and correspondenceAssist with data entry, spreadsheets, reports, emails, and other administrative tasksMaintain calendars and scheduling informationHelp improve organization and communication across the office and field service teamsProvide additional administrative support as business needs arise Required Qualifications & Experience 2+ years of administrative, service coordination, dispatch, or office management experienceExperience with QuickBooks for invoicing, bill entry, and basic AP/AR trackingProficiency with Google Workspace (Docs, Sheets, Gmail, Drive, Calendar) and/or Microsoft 365 applications such as Excel, Word, and OutlookStrong organizational skills and attention to detailAbility to manage multiple jobs, deadlines, customer requests, and administrative priorities simultaneouslyProfessional written and verbal communication skillsComfortable communicating with customers by phone and conducting outbound follow-upStrong recordkeeping and data-entry abilitiesAbility to work independently, recognize outstanding tasks, and consistently follow throughComfortable escalating customer or operational issues to the appropriate person when necessary Preferred Qualifications & Experience Previous administrative or coordination experience within the skilled trades, construction, commercial service, facilities, or field service industryExperience with Service Fusion software is a strong plusExperience with another Field Service Management (FSM) platform may also be consideredPrevious technician scheduling or dispatch experienceExperience tracking jobs or work orders from initial customer inquiry through completion and billingFamiliarity with purchase orders, material tracking, and vendor coordinationExperience supporting a field-based service teamStrong working knowledge of QuickBooks and AP/AR processes Compensation $19.00 – $28.00 per hour, based on experience and qualificationsFull-Time, Long-Term EmploymentCompensation within the range will be determined by relevant administrative, service coordination, dispatch, QuickBooks, and industry experienceAdditional company benefits available based on established company programs Who Will Succeed in This Role? You'll be a strong fit if you're the type of person who notices when an estimate hasn't been followed up on, a material order hasn't arrived, an invoice still needs to go out, or a technician is scheduled for a job that isn't fully ready. This position requires someone who can stay organized without needing constant direction and who takes ownership of making sure details don't fall through the cracks. Experience in a service-based environment is especially valuable because you'll be balancing customer needs, technician schedules, materials, work orders, estimates, and billing throughout the day. Why Join Our Team? This isn't an administrative position where you'll spend the day performing the same repetitive tasks. You'll have visibility into the entire service process and play an important role in keeping the business organized. Your work will directly help technicians stay productive, customers stay informed, materials arrive on time, invoices get processed, and jobs move from initial inquiry through final payment. If you're organized, comfortable working in a fast-moving service environment, and enjoy being the person who keeps all the pieces connected, we'd like to hear from you. Equal Employment Opportunity We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.