Work Order Coordinator

Position Overview

Always Clear Window Care is seeking a highly organized and dependable Work Order Coordinator to coordinate service requests, work orders, scheduling, customer communication, and administrative workflows. This role serves as a key connection point between customers, field service teams, vendors, and management, helping ensure that every service request is accurately documented, scheduled, tracked, and completed.

The ideal candidate is an excellent communicator who enjoys coordinating multiple moving pieces, solving scheduling challenges, and keeping service operations organized in a fast-paced environment.

Key Responsibilities

Work Order Management

• Receive and review new service requests and work orders through phone, email, online forms, and internal systems.
• Create accurate work orders with customer information, service details, property information, requested services, and scheduling requirements.
• Monitor open work orders from initial request through completion.
• Update work order status and maintain accurate records throughout the service process.
• Identify incomplete information and coordinate with customers or internal staff to obtain necessary details.

Scheduling Coordination

• Schedule window cleaning and related service appointments based on customer needs, technician availability, service requirements, and geographic considerations.
• Coordinate appointment changes, cancellations, rescheduling, and follow-up visits.
• Communicate schedules and updates to field technicians and customers.
• Monitor daily schedules and proactively address potential delays or scheduling conflicts.
• Help optimize technician workloads and service routes.

Customer Communication

• Serve as a primary administrative point of contact for customers regarding work orders and appointments.
• Respond promptly and professionally to customer inquiries.
• Confirm appointments and provide customers with relevant scheduling information.
• Follow up on completed services, customer requests, and unresolved issues.
• Escalate service concerns or complaints to management when appropriate.

Field Team Support

• Provide technicians with accurate work order information, customer notes, property details, and special instructions.
• Communicate schedule changes and priority service requests to field personnel.
• Track technician updates and service completion information.
• Assist with coordinating return visits when additional work is required.
• Help ensure field teams have the information necessary to complete jobs efficiently.

Administrative Operations

• Maintain accurate customer, property, work order, and service records.
• Enter completed service information into company systems.
• Assist with preparing invoices, service documentation, and administrative reports.
• Track outstanding work orders and follow up on incomplete items.
• Maintain organized electronic records and supporting documentation.

Quality & Process Improvement

• Monitor recurring scheduling or work order issues and communicate trends to management.
• Help identify opportunities to improve service coordination and customer communication.
• Assist with developing standardized work order procedures and administrative processes.
• Support implementation of scheduling, CRM, dispatch, or work order management software.
• Perform additional administrative and operational duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 1–2 years of experience in scheduling, dispatching, customer service, administrative coordination, field service support, office administration, or a related role.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple work orders and competing priorities.
• Strong attention to detail and data-entry accuracy.
• Comfortable communicating with customers and field personnel.
• Proficiency with email, spreadsheets, scheduling software, CRM platforms, and basic office technology.
• Ability to work independently in a remote environment.

Preferred

• Experience in window cleaning, residential services, landscaping, HVAC, plumbing, construction, maintenance, cleaning services, or another field-service business.
• Experience with dispatching or technician scheduling.
• Familiarity with work order, field-service management, or CRM platforms.
• Previous experience coordinating mobile or field-based teams.
• Previous remote administrative experience.

Core Competencies

• Work order coordination
• Scheduling
• Dispatch support
• Customer service
• Field service coordination
• Administrative operations
• Communication
• Organization
• Problem-solving
• Time management
• Data accuracy
• Follow-up management

Benefits

• Remote work opportunity
• Competitive compensation
• Paid time off and company holidays
• Professional development opportunities
• Paid onboarding and role-specific training
• Supportive and collaborative team environment
• Opportunities for career growth
• Company-provided technology where applicable

Equal Opportunity Employer

Always Clear Window Care is committed to maintaining a professional, inclusive, and respectful workplace. Employment decisions are based on qualifications, experience, performance, and business needs, consistent with applicable federal, state, and local employment laws. We encourage qualified candidates with backgrounds in customer service, scheduling, dispatch, administration, and field-service coordination to apply.

Pay: $48,140.54 - $57,975.71 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: Remote