Office Coordinator

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Office CoordinatorAdministration & Office Support

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Quick Summary

Key Responsibilities

Coordinate daily office operations, maintain organized records, manage office correspondence, and ensure administrative processes run efficiently. Serve as a primary point of contact for customers,

Technical Tools

Office CoordinatorAdministration & Office Support

Responsibilities

~1 min read

→Coordinate daily office operations, maintain organized records, manage office correspondence, and ensure administrative processes run efficiently.
→Serve as a primary point of contact for customers, answer inquiries, route requests appropriately, and provide professional assistance to ensure an exceptional customer experience.
→Facilitate communication between customers, management, field teams, vendors, and internal departments to ensure timely information sharing and issue resolution.
→Maintain accurate customer, employee, vendor, and operational records within company systems. Ensure information is entered accurately and updated regularly.
→Prepare, organize, distribute, and maintain office documents, reports, contracts, forms, and other administrative materials.
→Assist with invoicing, payment processing, financing documentation, customer account updates, and administrative support for accounting functions.
→Work closely with management, customer service, sales, operations, and field teams to support business objectives and maintain efficient workflows.
→Proactively identify administrative challenges, customer concerns, scheduling conflicts, and operational issues, providing timely and effective solutions.
→Perform other administrative and operational responsibilities as assigned to support departmental goals and the continued growth of the organization.

1-2+ years of experience in an administrative, office coordination, customer service, or operations support role
Previous experience in the HVAC, home services or skilled trades industry (preferred)
Experience with ServiceTitan, CRM software, or similar business management systems (preferred)
Strong organizational skills with the ability to manage multiple tasks and competing priorities
Excellent verbal and written communication skills
Strong customer service skills with a professional and solution-oriented approach
Ability to work effectively with cross-functional teams and build positive working relationships
Detail-oriented with a high level of accuracy in documentation, scheduling, and data entry
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams
Ability to work independently, prioritize responsibilities, and adapt in a fast-paced environment
Experience handling invoicing, customer payments, administrative documentation, or office management responsibilities is a plus