Regional Administrative Coordinator

Job DescriptionJob DescriptionDescription: Kanawha Scales & Systems, LLC is seeking a Regional Administrative Coordinator to support our regional operations. This position is a versatile administrative and operational role that combines service coordination, invoicing, accounts payable, office administration, and regional support. There is currently one opening for this position, with the potential to be based in Charlotte, NC, Memphis, TN, or Birmingham, AL. The final hiring location will be determined based on business needs and the selected candidate. The Regional Administrative Coordinator will serve as a key resource for branch and service teams across the region, helping maintain consistent administrative and service operations. This individual will provide regional coverage during staffing gaps, employee absences, or periods of increased workload while also supporting day-to-day administrative and accounting functions. This opportunity is well suited for someone with experience as a Service Coordinator, Office Coordinator, Office Manager, Administrative Specialist, Accounting Clerk, Dispatcher, or similar administrative/operations role who enjoys a varied position and working with multiple teams. Some travel throughout the assigned region may be required, generally 20% or less.Duties & ResponsibilitiesProvide administrative and operational support across assigned KSS locations and regional operationsServe as a regional resource for Service Coordinators and branch administrative teamsProvide service coordination coverage during staffing gaps, employee absences, or periods of increased workloadField incoming service-related phone calls and assist with scheduling technicians and service activitiesCoordinate service work, preventative maintenance contracts, and call-out schedules as neededProvide customers with friendly, professional, and responsive supportEnsure accurate job ticket, pricing, customer, and service information for timely invoicingPrepare, process, and maintain accurate customer invoicesAssist with accounts payable functions, including processing, coding, matching, and maintaining vendor invoices and recordsAssist with accounts receivable and other accounting-related administrative functions as neededAssist with purchase orders, expense reports, and other administrative processesOrder parts and supplies and assist with shipping and receiving activitiesMaintain accurate branch and regional records, documentation, and filesMaintain and update ISO documentation, vehicle maintenance records, training records, and other operational documentationCommunicate with branch leadership, Service Managers, technicians, customers, vendors, and corporate departmentsProvide administrative support to branch locations throughout the assigned regionAssist with special projects and other administrative or operational duties as assignedTravel to KSS locations within the assigned region as needed, generally 20% or lessRequirements: Qualifications & EducationHigh School Diploma or equivalentPrevious experience in an administrative, office coordination, service coordination, accounting, dispatch, or operations support rolePrevious experience with invoicing and/or accounts payable is requiredStrong attention to detail and accuracy, particularly when working with financial and service documentationStrong Excel skills and general proficiency with Microsoft OfficeProven initiative and positive attitudeHighly dependable and reliableAbility to prioritize multiple tasks and work effectively in a fast-paced environmentAbility to work independently while also collaborating with branch and regional teamsStrong organizational and time-management skillsAbility to travel throughout the assigned region as neededAbility to pass a drug test and background checkPreferred SkillsStrong customer service skillsExcellent verbal and written communication skillsStrong multitasking and problem-solving abilitiesExperience working with ERP, CRM, accounting, or service management systemsAbility to quickly learn new software, systems, and processesPosition Type & ScheduleFull-time positionMonday through FridayWork schedule will fall within normal business hours, which may vary slightly by locationSome travel throughout the assigned region may be required, generally 20% or lessCompensation$24.00–$28.00 per hour, based on experience and qualificationsPhysical RequirementsWhile performing the duties of this position, the employee is frequently required to sit, talk, and hear; use hands to finger, grasp, handle, or operate tools and equipment. The employee may occasionally be required to stand, walk, reach, balance, stoop, kneel, crouch, and lift, push, or pull objects up to 50 pounds. Specific vision abilities include close vision and the ability to adjust focus. Benefits KSS offers a competitive benefits package, including:Medical insurance through HighmarkFSA & HSA healthcare optionsDental and Vision insuranceShort-Term & Long-Term DisabilityBasic & Voluntary Life and AD&D insuranceCritical Illness, Accident, and Hospital Indemnity plans401(k) with 4% company match80 hours of Paid Time Off (PTO)Company-provided PPEAdditional InformationThis job description is not intended to cover all duties, responsibilities, or activities required of the employee. Responsibilities may change at any time with or without notice. Proof of authorization to work lawfully in the United States is required. Kanawha Scales & Systems is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran statusNotice of AI Use in Job Application ReviewKanawha Scales & Systems is committed to a fair, efficient, and consistent hiring process. As part of that process, we may use artificial intelligence (AI) to help our recruiting team organize, summarize, and analyze the information you provide, including your resume, application responses, and other materials you submit. AI may be used to highlight relevant skills and experience and to compare your qualifications with the requirements of the role. These tools support our recruiters and hiring managers. They do not make hiring decisions. Every hiring decision is made by people on our team.