Dispatcher Billing Admin PartTime to FullTime Office Coordinator

Construction Operations Coordinator Part-Time

We are a fast-paced mechanical contractor seeking a highly organized, detail-driven person to support invoicing, receivables, dispatch, purchasing, and office operations. This is a hands-on, multi-function role that directly impacts job profitability, vendor coordination, field productivity, and cash flow. This is not a passive administrative position. Accuracy, follow-through, and the ability to manage competing priorities are mandatory.

Benefits include 401(k) matching, bonus based on performance, company parties, competitive salary, dental insurance, flexible schedule, health insurance, opportunity for advancement, and wellness resources.

Compensation: $22$29/hour, based on proven construction office experience.

Schedule: Part-time to start, approximately 3035 hours/week, with potential to growth into full-time.

Primary Responsibilities

• Generate and send invoices daily based on field activity and job status
• Track job progress against billings
• Follow up on outstanding receivables
• Support the controller with AR/AP documentation as needed
• Coordinate field technicians, deliveries, and crane schedules
• Confirm job readiness before scheduling, including materials, equipment, site access, and timing
• Communicate with field staff, vendors, and customers to prevent downtime and delays
• Issue and track purchase orders
• Coordinate with suppliers for parts, equipment, and materials
• Verify prior orders before purchasing to avoid duplicate orders
• Track vendor confirmations, receipts, and related documentation
• Answer and route calls professionally
• Maintain organized digital and physical job files
• Assist with internal workflows, job tracking, and daily office execution
• Support the CEO, controller, and field team in a small-office environment

Required Qualifications

• Construction or trade-related office experience required HVAC, plumbing, electrical, mechanical, or general contractor experience preferred
• Experience with invoicing, receivables, purchase orders, and vendor coordination
• Strong working knowledge of Microsoft Outlook, Excel, and basic accounting workflows
• QuickBooks or similar accounting software experience preferred
• Ability to multitask without losing accuracy

What Success Looks Like

• You understand the difference between an estimate, purchase order, invoice, and work order
• You do not duplicate orders, miss invoices, or schedule incomplete jobs
• You follow tasks through to completion without constant supervision
• You understand that office decisions impact field productivity, job cost, and cash flow
• You can shift between requests from ownership, accounting, vendors, customers, and field staff without dropping critical details

Ideal Candidate

The ideal candidate has worked in a construction office, worn multiple hats, and understands the urgency of dispatching, billing, purchasing, and field coordination. You are organized, accountable, and comfortable working in a small office where priorities change quickly. You are a mentally strong person that can keep up with the fast pace and redirection without being highly sensitive.

Please Do Not Apply If

• You have no construction, trade, or contractor-office experience
• You do not understand the difference between an estimate, purchase order, invoice, and work order
• You are uncomfortable managing tasks with financial or scheduling consequences
• You require step-by-step instruction for routine daily responsibilities
• You cannot handle fast pace and are an emotional person