Building Services & Office Coordinator (Wilkes-Barre, PA)

• Assist the Service Manager with scheduling technicians for all service-related work, including emergency calls, maintenance contracts, and small jobs, including field time entry
• Maintain the on-call schedule and ensure proper resource allocation based on technician skill level and job requirements
• Open, update, and track all work orders (WOs) and preventive maintenance (PM) reports to ensure timely and accurate completion
• Monitor Build Ops work orders and verify completion by both lead and non-lead technicians
• Ensure all WOs include proper material entries, summaries, technician notes, and invoice approvals
• Assist with identifying and resolving issues preventing timely WO closure and billing
• Maintain a working understanding of service software tools and generate necessary reports
• Review all PMs to monitor labor and material costs and support accurate documentation for service history and performance tracking
• Verify that invoicing and material usage are properly reflected in WO documentation
• Provide professional, timely communication to customers regarding service status, follow-ups, and repairs
• Track customer POs through platforms such as Ariba, Corrigo, etc.
• Follow up with customers on unapproved repair quotes within one week of issuance
• Address customer complaints or concerns promptly, escalating to management when necessary
• Resolve AR and invoice issues in collaboration with the accounting team
• Approve technician expenses and parts/material invoices for reimbursement and billing
• Assist with resolving discrepancies in labor, materials, or invoicing entries
• Communicate regularly with the Operations and Service Managers regarding workload, resource allocation, customer concerns, unbillable work, and any issues affecting service operations
• Coordinate with other departments (sales, projects, ATC, accounting, etc.) to promote cooperation and workflow efficiency
• Support vehicle tracking, tool control, and ordering of office supplies or technician uniforms as needed
• Other duties as assigned

• Minimum 3 years’ experience in an office setting required
• Minimum High School Diploma required
• Proficient with Excel, Word and Outlook
• Prior experience with BuildOps software, a plus
• Strong aptitude for quality and efficiency
• Must be energetic, self-starter, and have a high sense of urgency
• Proven ability to juggle multiple high priority tasks
• Excellent communication (written & verbal) skills

This is a non-management position
This is a full time position