Office Operations Coordinator (Bilingual)

Job Description

Job Description

Join Our Team at No Drip Plumbing

No Drip Plumbing is looking for a highly organized, proactive, and detail-oriented Office Operations Coordinator to become a key part of our growing team.

This is not your typical administrative position. We are looking for someone who thrives in a fast-paced environment, enjoys solving problems, takes ownership of their responsibilities, and helps keep an entire office running efficiently.

The ideal candidate is bilingual (English/Spanish), comfortable communicating with customers and vendors, confident using Excel and office software, and able to juggle multiple priorities without letting details slip through the cracks.

If you're someone who notices what needs to be done before being asked, enjoys keeping things organized, and takes pride in doing things right the first time, we'd love to meet you.

Key Responsibilities

Office Operations

• Manage daily administrative operations and office workflow
• Organize and maintain digital and physical filing systems
• Prepare permits, job binders, project documentation, and required paperwork
• Create, review, and distribute estimates, invoices, purchase orders, and correspondence
• Coordinate shipping, mailing, and document delivery as needed

Customer Service & Communication

• Answer incoming calls professionally and assist customers
• Communicate with homeowners, vendors, inspectors, suppliers, and subcontractors
• Schedule appointments and coordinate technician dispatch when necessary
• Follow up with customers regarding outstanding paperwork, scheduling, and project updates

Billing & Collections

• Generate and process invoices
• Monitor accounts receivable
• Follow up with customers regarding outstanding invoices and past-due balances in a professional manner
• Record payments accurately and maintain organized billing records
• Assist with payment processing and customer account questions

Scheduling & Dispatch

• Assist with dispatching technicians and coordinating daily schedules
• Monitor job progress and communicate scheduling updates
• Help prioritize service calls and maintain efficient workflow

Reporting & Organization

• Maintain accurate Excel spreadsheets and internal tracking reports
• Keep project status, permits, billing, and operational trackers up to date
• Assist leadership with reports, research, and operational planning
• Ensure deadlines and follow-up items are completed on time

Qualifications

Required

• Fluent in both English and Spanish
• Excellent organizational and time management skills
• Strong attention to detail
• Ability to multitask in a fast-paced environment
• Professional written and verbal communication skills
• Strong Microsoft Excel skills
• Proficiency with Microsoft Office and Google Workspace
• Ability to work independently and prioritize tasks
• Positive attitude with a willingness to learn

Preferred

• Experience in construction, plumbing, HVAC, electrical, or another service industry
• Experience with dispatching technicians
• Experience with invoicing, billing, and collections
• Familiarity with QuickBooks Online is a plus

What We're Looking For

This role supports many areas of the business, including customer service, billing, collections, dispatching, permitting, project coordination, and general office operations. Every day brings new priorities, so flexibility, adaptability, and strong organizational skills are essential.

We're looking for someone who:

• Takes ownership of their work without constant supervision.
• Is dependable and follows through on commitments.
• Can think critically and solve problems independently.
• Stays calm under pressure and adapts when priorities change.
• Manages multiple tasks without losing attention to detail.
• Communicates professionally with customers, vendors, and coworkers.
• Takes initiative and looks for solutions instead of waiting for direction.
• Is confident learning new systems and improving existing processes.
• Takes pride in producing accurate, high-quality work.
• Understands that every interaction reflects the professionalism of our company.

Success in This Role

Success in this position requires someone who is highly organized, self-motivated, and comfortable managing multiple priorities at once. We value accountability, professionalism, and individuals who take pride in producing high-quality work without needing constant direction.

This position is more than an administrative role—it is a key part of keeping our operations running smoothly. The right candidate will become a trusted partner to leadership by anticipating needs, staying ahead of deadlines, and helping ensure our customers receive an exceptional experience from start to finish.

Growth Opportunity

As No Drip Plumbing continues to grow, this role offers opportunities to expand into an Operations Lead position with increased responsibility and leadership opportunities.

We are a professional and customer service-oriented company for plumbing, septic, grease, and lift station.

Company Description

We are a professional and customer service-oriented company for plumbing, septic, grease, and lift station.