Regional Administrative Coordinator

Duties & Responsibilities

• Provide administrative and operational support across assigned KSS locations and regional operations
• Serve as a regional resource for Service Coordinators and branch administrative teams
• Provide service coordination coverage during staffing gaps, employee absences, or periods of increased workload
• Field incoming service-related phone calls and assist with scheduling technicians and service activities
• Cook service work, preventative maintenance contracts, and call-out schedules as needed
• Coordinate service work, preventative maintenance contracts, and call-out schedules as needed
• Coordinate service work, preventative maintenance contracts, and call-out schedules as needed
• Coordinate service work, preventative maintenance contracts, and call-out schedules as needed
• Coordinate service work, preventative maintenance contracts, and call-out schedules as needed
• Coordinate service work, preventative maintenance contracts, and call-out schedules as needed
• Ensure accurate job ticket, pricing, customer, and service information for timely invoicing
• Prepare, process, and maintain accurate customer invoices
• Aid with accounts payable functions, including processing, coding, matching, and maintaining vendor invoices and records
• Aid with accounts receivable and other accounting-related administrative functions as needed
• Aid with purchase orders, expense reports, and other administrative processes
• Order parts and supplies and assist with shipping and receiving activities
• Maintain accurate branch and regional records, documentation, and files
• Maintain and update ISO documentation, vehicle maintenance records, training records, and other operational documentation
• Communicate with branch leadership, Service Managers, technicians, customers, vendors, and corporate departments
• Assist with special projects and other administrative or operational duties as assigned
• Travel to KSS locations within the assigned region as needed, generally 20% or less

Requirements

• High School Diploma or equivalent
• Previous experience in an administrative, office coordination, service coordination, accounting, dispatch, or operations support role
• Previous experience with invoicing and/or accounts payable is required
• Strong attention to detail and accuracy, particularly when working with financial and service documentation
• Strong Excel skills and general proficiency with Microsoft Office
• Proven initiative and positive attitude
• Highly dependable and reliable
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment
• Ability to work independently while also collaborating with branch and regional teams
• Strong organizational and time-management skills
• Ability to travel throughout the assigned region as needed
• Ability to pass a drug test and background check

Preferred Skills

• Strong customer service skills
• Excellent verbal and written communication skills
• Strong multitasking and problem-solving abilities
• Experience working with ERP, CRM, accounting, or service management systems
• Ability to quickly learn new software, systems, and processes