Office & Operations Coordinator

Position Summary

This is a hands-on, on-site position that serves as the central point of coordination between customers, technicians, vendors, management, and the office. The successful candidate must be present during business hours to answer phones, assist customers, receive deliveries, maintain accurate records, and help ensure that each crew is properly prepared for the day’s scheduled work.

This position requires strong attention to detail, sound judgment, professionalism, and the ability to keep multiple projects and deadlines moving at the same time.

Primary Responsibilities

Accounts Payable and Accounts Receivable

• Process vendor bills and maintain accurate accounts payable records.
• Prepare customer invoices and monitor outstanding accounts receivable.
• Assist with customer collections and follow up on overdue balances.
• Maintain organized supporting documentation for purchases, invoices, payments, and credits.
• Track employee spending activity: collect and maintain all receipts, match to Purchase Orders, verify appropriate documentation, and promptly report questionable or missing transactions.
• Ensure jobs remain on hold and materials are not ordered prior to confirming the customer deposit has been received and has cleared our bank.

Scheduling and Customer Service

• Answer incoming telephone calls and route inquiries appropriately.
• Schedule service calls, installations, deliveries, and other appointments.
• Communicate scheduling changes to customers, technicians, and management.
• Respond professionally to customer questions, concerns, and complaints, including occasionally irate customers.
• Document customer communications and ensure that unresolved matters receive timely follow-up.
• Help maintain an accurate and manageable daily and weekly work schedule.

Job and Workflow Coordination

• Track jobs from scheduling through completion.
• Maintain and monitor job purchase orders, picking lists, work orders, change orders, service tickets, and related job documentation.
• Confirm that required products, materials, paperwork, and information are ready before each crew leaves for the day.
• Coordinate with technicians and management regarding incomplete jobs, missing materials, scheduling conflicts, and customer changes.
• Help ensure that completed paperwork is returned, reviewed, and properly processed.
• Monitor open items and follow up until each issue is resolved.

Inventory and Delivery Assistance

• Be present during scheduled business hours to receive deliveries.
• Verify deliveries against purchase orders, packing slips, or other supporting documents.
• Identify and report missing, damaged, or incorrect items.
• Assist with inventory tracking, organization, and documentation.
• Help coordinate products and materials required for upcoming jobs.
• Maintain organized records for products received, assigned to jobs, returned, or awaiting installation.

Service Plan Administration

• Maintain the company’s Service Plan Program.
• Track active plans, renewals, scheduled services, customer communications, and required follow-up.
• Maintain accurate customer and service plan records.
• Coordinate service plan appointments with customers and technicians.
• Help ensure that service plan obligations and deadlines are completed promptly.

General Administrative Oversight

• Maintain current vehicle registration and related company vehicle records.
• Track renewal dates and alert management before registrations, permits, or other documents expire.
• Apply for work permits when required and monitor permit status through completion.
• Maintain organized electronic and paper files.
• Assist management with reports, documentation, research, and other administrative projects.
• Help maintain orderly office procedures and appropriate internal controls.
• Protect confidential customer, employee, vendor, and company information.

Required Qualifications

• Previous administrative, office coordination, bookkeeping, or operations experience.
• Working knowledge of accounts payable and accounts receivable.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple jobs, schedules, deadlines, and interruptions.
• Professional telephone manner and strong customer-service skills.
• Ability to remain calm and professional when working with frustrated or irate customers.
• Strong written and verbal communication skills.
• Comfortable adapting to a variety of software: accounting, email, spreadsheets, scheduling systems, and electronic documents.
• Dependable attendance and the ability to work on-site 40 hours per week.
• Ability to work independently while keeping management informed.
• High degree of integrity, discretion, accountability, and respect for confidential information.

Preferred Qualifications

• Experience in construction, service, or installation industries.
• Experience coordinating field technicians or installation crews.
• Familiarity with purchase orders, inventory, work orders, change orders, permits, and service contracts.
• A/R and A/P experience is preferred.

Ideal Candidate

The ideal candidate is proactive, trustworthy, detail-oriented, and comfortable being the person who keeps the office and daily workflow organized. This individual notices missing information, follows up without being reminded, communicates problems promptly, and understands that accurate documentation is essential to the successful operation of the business.

Job Type: Full-time

Pay: From $27.00 per hour

Expected hours: 40.0 per week

Work Location: In person