Office Administrator/Service Coordinator

Job Description

Job Description

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 Tracking
• Track active jobs, pending estimates, scheduled service calls, and completed work orders
• Maintain accurate job information throughout each phase of the service lifecycle
• Monitor outstanding tasks and follow up to keep jobs moving toward completion
• Assist with scheduling service calls and coordinating technician dispatch
• Confirm job details and communicate necessary information to technicians and internal team members
• Help identify scheduling, material, or administrative issues that could delay service
• Maintain organized and accurate electronic job records
• Escalate customer calls, job issues, and other situations to the appropriate team member when necessary
• Customer Service & Follow-Up
• Serve as a professional point of contact for customers throughout the service process
• Follow up with customers regarding outstanding estimates, scheduled service visits, completed jobs, and billing questions
• Make outbound follow-up calls to help move estimates and open service items forward
• Respond to incoming phone calls and emails professionally and efficiently
• Route technical questions or escalated customer concerns to the appropriate individual
• Maintain clear communication between customers, technicians, and office personnel
• Help ensure customers receive timely updates throughout the service process
• Billing, Invoicing & AP/AR
• Generate and send customer invoices promptly after work is completed
• Track Accounts Receivable (A/R) and follow up on outstanding customer balances
• Assist with collections and payment-status communication
• Track Accounts Payable (A/P) and ensure vendor bills are entered and processed accurately
• Maintain accurate billing and financial records
• Use QuickBooks for invoicing, bill entry, and basic AP/AR tracking
• Coordinate with internal team members to resolve discrepancies involving invoices, purchase orders, or job costs
• Materials, Purchasing & Inventory Coordination
• Monitor purchase orders and material orders associated with active jobs
• Track job-specific materials, including commercial hardware, door components, and special-order items
• Verify that ordered materials have been received before scheduled service or installation dates
• Communicate material delays or missing items before they impact technician schedules
• Coordinate with vendors and internal team members regarding order status when necessary
• Help ensure field technicians have the required materials and information before dispatch
• Office Administration
• Support general day-to-day office operations
• Maintain organized electronic files, customer records, job documentation, and correspondence
• Assist with data entry, spreadsheets, reports, emails, and other administrative tasks
• Maintain calendars and scheduling information
• Help improve organization and communication across the office and field service teams
• Provide additional administrative support as business needs arise

Required Qualifications & Experience

• 2+ years of administrative, service coordination, dispatch, or office management experience
• Experience with QuickBooks for invoicing, bill entry, and basic AP/AR tracking
• Proficiency with Google Workspace (Docs, Sheets, Gmail, Drive, Calendar) and/or Microsoft 365 applications such as Excel, Word, and Outlook
• Strong organizational skills and attention to detail
• Ability to manage multiple jobs, deadlines, customer requests, and administrative priorities simultaneously
• Professional written and verbal communication skills
• Comfortable communicating with customers by phone and conducting outbound follow-up
• Strong recordkeeping and data-entry abilities
• Ability to work independently, recognize outstanding tasks, and consistently follow through
• Comfortable 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 industry
• Experience with Service Fusion software is a strong plus
• Experience with another Field Service Management (FSM) platform may also be considered
• Previous technician scheduling or dispatch experience
• Experience tracking jobs or work orders from initial customer inquiry through completion and billing
• Familiarity with purchase orders, material tracking, and vendor coordination
• Experience supporting a field-based service team
• Strong working knowledge of QuickBooks and AP/AR processes

Compensation

• $19.00 – $28.00 per hour, based on experience and qualifications
• Full-Time, Long-Term Employment
• Compensation within the range will be determined by relevant administrative, service coordination, dispatch, QuickBooks, and industry experience
• Additional 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.