Client Services Coordinator

Job Description

Job Description

Client Services Coordinator

Aviation Maintenance Division | Full-Time

Position Summary

The Client Services Coordinator plays a vital role in supporting day-to-day operations across our aviation maintenance facility. This position serves as a primary point of contact for customers, vendors, and internal staff, ensuring seamless communication, accurate recordkeeping, and timely administrative support. The ideal candidate brings 2–4 years of office, customer service, or bookkeeping experience, thrives in a fast-paced environment, and is comfortable working within a regulated aviation or technical services setting.

Key Responsibilities

Customer Relations & Communication

• Answer incoming calls professionally; take and relay accurate messages to the management team.

• Conduct return calls to customers to assist with maintenance scheduling and appointment coordination.

• Respond to customer email inquiries regarding potential work, services, and general information.

• Enter new customers into the system, including contact details (email and phone).

• Manage customer agreements, ensuring documentation is current and properly filed.

• Add aircraft and appointments to the scheduling calendar.

Administrative & Office Support

• Manage paperwork filing, mailing log entries, and distribution of customer copies.

• Print and assemble work order packets, including required FAA forms and checklists, in compliance with regulatory standards.

• Maintain shop supplies inventory and purchase office consumables as needed.

• Track tool rentals and coordinate tool calibration schedules.

• Prepare and input daily and weekly operational reports.

• Support marketing, advertising, and social media efforts to promote company services and brand awareness.

Accounts Receivable & Billing

• Review completed but not invoiced work orders in Quantum and export to QuickBooks.

• Create invoices in QuickBooks and email to customers in a timely manner.

• Send customer reminders for outstanding balances and receipts upon payment.

• Monitor overdue invoices and conduct follow-up calls and emails for collections.

• Receive and apply customer checks in QuickBooks.

• Deposit checks to the primary bank account.

Accounts Payable

• Receive vendor bills and enter them accurately into QuickBooks.

• Process bill payments in accordance with vendor terms.

• Reconcile the American Express account in QuickBooks.

• Review and manage vendor balances, including Cirrus, Garmin, and Textron accounts.

Payroll & HR Support

• Assist in the review and processing of employee timesheets (daily and weekly).

• Assist management with accounting needs as directed.

Qualifications

• 2–4 years of experience in a customer service, administrative, or bookkeeping role.

• Proficiency with QuickBooks; experience with Quantum or comparable aviation/ERP software preferred.

• Solid understanding of accounts payable and accounts receivable processes.

• Strong written and verbal communication skills with a professional telephone manner.

• Highly organized with excellent attention to detail and the ability to manage multiple priorities simultaneously.

• Comfortable working in a regulated environment with an understanding of, or willingness to learn, FAA documentation requirements.

• Basic familiarity with social media platforms and digital marketing concepts.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications

• Prior experience in an aviation, aerospace, or technically regulated industry.

• Experience with billing, collections, and vendor account management.

• Familiarity with aircraft scheduling or maintenance management systems.

• Associate’s degree or higher in Business Administration, Accounting, or a related field.

Work Environment

This position operates primarily in an office setting within or adjacent to an active aircraft maintenance facility. The role requires regular collaboration with maintenance technicians, management, and customers. Occasional exposure to a hangar or shop environment may occur.

This job description is intended to convey essential functions and is not an exhaustive list of all duties.