Scheduling Coordinator and Office Assistant

Scheduling Coordinator and Office Assistant

Metro Detroit plumbing and restoration company · Full-Time · In-Office

Pay: Up to $60K based on experience Hours: Monday – Friday, 9am – 5pm

About Us

Our client is a locally owned plumbing and restoration company serving Michigan since 2010.

We specialize in residential / commercial / emergency plumbing and restoration services and take pride in delivering reliable, high-quality work to our customers. Our team is growing — and we are looking for

the right person to be the voice of our company and the engine of our daily operations.

Job Summary

We are looking for a highly organized, customer-focused Scheduling Coordinator and Office Assistant to join our team full-time. This is a critical role — you will be the first voice our customers hear, the person who keeps our technicians moving efficiently, and the administrative backbone of our daily operations. If you thrive in a fast-paced environment, love keeping things organized, and take pride in great customer service, we want to meet you.

Key Responsibilities

Customer Service and Inbound Calls

• Answer all incoming calls promptly and professionally — serving as the first point of contact for new and

existing customers.

• Handle new customer intake: collect job details, assess urgency, and schedule service appointments.

• Resolve customer inquiries, complaints, and service follow-ups with professionalism and empathy.

• Manage online reputation by responding to Google and Yelp reviews in a timely, professional manner.

✓ New customer intake and inbound lead handling

✓ Conflict resolution and de-escalation

✓ Online reputation management

Scheduling and Dispatch

• Manage and optimize the daily service calendar for [X] field technicians — scheduling appointments,

adjusting routes and coordinating priority calls.

• Dispatch technicians to service calls and communicate job details, updates, and customer notes clearly.

• Coordinate emergency and after-hours dispatch as needed — ensuring customers receive timely service and technicians have accurate information.

• Monitor job status throughout the day and proactively communicate delays or changes to customers.

✓ Emergency and after-hours dispatch coordination

✓ Proactive customer communication on schedule changes

Administrative & Office Operations

• Manage the company Outlook inbox — respond to client and vendor emails promptly and route inquiries

appropriately.

• Create, send, and track invoices in QuickBooks (Online and Desktop); process payments and maintain

accurate client records.

• Prepare, scan, and organize documents, PDFs, and digital filing systems; maintain up-to-date records for all active and completed jobs.

• Coordinate parts orders and communicate with suppliers and vendors on procurement, delivery timelines, and account management.

• Maintain and update field service management software with job details, technician notes, and customer records.

• Track and maintain technician certifications, licenses, and insurance documentation to ensure compliance.

• Process technician time-tracking data for payroll; coordinate with [owner/bookkeeper] on payroll submissions.

• Manage office supply inventory and vendor accounts.

✓ Parts ordering and vendor/supplier coordination

✓ Field service software management

✓ Technician license, certification, and insurance tracking

✓ Payroll data and time-tracking coordination

✓ Office supply and vendor account management

Required Qualifications

• 2+ years of experience in an administrative, scheduling, or customer service role — preferably in a trade,

construction, or field service environment.

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

• Experience with QuickBooks Online and/or Desktop — invoicing, payment processing, and client records.

• Proficiency in creating, editing, and organizing PDF documents and digital filing systems.

• Exceptional phone skills — professional, clear, and calm under pressure with high inbound call volume.

• Strong written communication skills for professional email correspondence with clients and vendors.

• Proven ability to manage multi-technician calendars and rapidly changing schedules without losing accuracy.

• Strong conflict resolution skills — ability to de-escalate frustrated customers and find solutions.

• High attention to detail and data entry accuracy.

• Ability to prioritize and multitask in a fast-paced environment with frequent interruptions.

✓ Experience level specified (2+ years)

✓ High call volume comfort and conflict resolution skills

✓ Attention to detail and multitasking under pressure

Preferred Qualifications

• Experience with field service management software

• Familiarity with plumbing, HVAC, electrical, or other trade service businesses.

• Associate or bachelor's degree in business administration or related field.

What We Offer

• Competitive pay: Up to $60K based on experience.

• Paid time off per year, plus holidays.

• Health insurance

• Clear growth path — strong performers have the opportunity to advance into an Office Manager or

Operations Coordinator role.

• Friendly, team-oriented work environment where your contributions are recognized and valued.

• Stable, full-time employment with a growing local company.

To apply, please send your resume and a brief note about why you are a great fit to View email address on click.appcast.io

We review applications on a rolling basis and will contact qualified candidates within 48 hours.