Service Coordinator & Administrative Specialist

Key Responsibilities

• Prepare customer proposals, estimates, and service documentation
• Process invoices and maintain accurate billing records
• Aid with collections and customer account follow-up
• Maintain organized digital and physical filing systems
• Generate reports and support office workflow management
• Ensure customer records and project documentation remain accurate and up to date
• Manage and maintain the daily service schedule for technicians and field personnel
• Dispatch technicians efficiently based on priority, location, workload, and customer needs
• Monitor technician progress and adjust schedules throughout the day as necessary
• Forecast technician workload and staffing needs several days in advance
• Cook emergency service requests and high-priority customer needs
• Manage and coordinate customer communications
• Answer and manage incoming customer calls, emails, and service requests
• Schedule service appointments and communicate arrival windows
• Provide customers with updates regarding technician schedules and delays
• Resolve scheduling conflicts and customer concerns professionally and efficiently
• Deliver a positive customer experience during every interaction
• Process service tickets, work orders, invoices, and administrative documentation
• Aid with collections efforts for outstanding invoices
• Prepare service proposals and customer documentation
• Maintain accurate customer records and service histories
• Generate reports and support office workflow processes
• Track parts orders and pending materials
• Follow up with vendors regarding delayed deliveries
• Coordinate "parts pending" jobs to ensure efficient scheduling once materials arrive
• Maintain communication between technicians, customers, vendors, and office staff

Required Qualifications

• Previous experience in dispatching, scheduling, customer service, or administrative operations
• Strong multitasking and organizational skills
• Excellent verbal and written communication abilities
• Ability to remain calm and professional in a fast-paced environment
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word)
• Strong problem-solving and decision-making skills
• High School Diploma or GED
• Reliable, self-motivated, and detail-oriented work ethic

Preferred Qualifications

• Experience using QuickBooks for invoicing, billing, or customer management
• Prior dispatching experience in construction, service, HVAC, electrical, plumbing, door systems, or related industries
• Geographic knowledge of Ventura County and surrounding Southern California service areas
• Experience managing technician schedules and service workflows
• Strong customer conflict resolution experience