MEP Service Coordinator

Crete United•Indianapolis, IN

3d•Onsite

About The Position

Ellis Mechanical is seeking a highly organized and customer-focused Office Coordinator to support our service operations, accounting processes, and day-to-day administrative functions. This role serves as a key point of contact for customers, technicians, and office staff, helping ensure smooth communication, accurate invoicing, and efficient office operations.

Requirements

Previous administrative, office coordination, customer service, or accounts receivable experience preferred.
Strong organizational skills with the ability to manage multiple priorities.
Excellent communication and customer service skills.
Proficiency with Microsoft Office Suite and general office software.
Experience with BuildOps or service management software is a plus.
Ability to work independently while supporting a collaborative team environment.

Responsibilities

Serve as the second line of customer support for incoming service requests.
Receive and process service calls in a professional and timely manner.
Create and manage service work orders.
Set up new customer accounts and maintain accurate records.
Assist field employees with purchase order requests and documentation.
Review and ensure service work orders are complete and ready for billing.
Generate and process invoices for service work and preventative maintenance agreements.
Submit invoices to customers accurately and on time.
Monitor and follow up on outstanding receivables to support timely collections.
Open, distribute, and organize incoming mail.
Enter and track customer purchase orders.
Manage front office deliveries and visitors.
Process employment applications and collect required documentation, including driver's licenses.
Match receipts to company credit card statements and assist with monthly reconciliations.
Order and maintain office supplies and inventory.
Assist service technicians with BuildOps system issues and administrative support.
Coordinate company events, employee activities, and office functions.
Provide additional administrative support to management and operations teams as needed.