Office Administrative Coordinator
About The Position
Elliott-Lewis is seeking an Office Administrative Coordinator to support daily Mechanical Services operations. The coordinator serves as a consistent point of contact for customers, technicians, and internal teams, helping coordinate scheduling and dispatch, customer communication, purchasing, and administrative follow-up so work remains organized and efficient. The position is full-time, non-exempt, and hourly. The ideal candidate is interested in building a long-term relationship with an employer and furthering their career. Elliott-Lewis and its family of companies have provided Mechanical Services, Facilities Management, and Crane Rentals since 1905. This role specifically supports the Mechanical Services business, including commercial HVAC installation; preventive maintenance and repairs for HVAC systems, boilers, and chillers; and mechanical construction projects.
Requirements
- Strong organization, time management, and ability to prioritize competing requests.
- Professional telephone etiquette and customer service skills.
- Clear written and verbal communication and ability to coordinate across teams.
- Attention to detail and comfort learning service, scheduling, and office software.
Nice To Haves
- Prior experience in service coordination, dispatch, purchasing, or administrative support.
- Familiarity with parts, warehouses, field technicians, or mechanical service operations.
- Experience with Microsoft Dynamics GP (Great Plains).
- Knowledge of procurement and purchasing processes.
Responsibilities
- Schedule service appointments and preventive maintenance visits, maintain accurate schedules, track upcoming service needs, and coordinate technician availability.
- Answer incoming customer calls, respond to inquiries, and direct requests to the appropriate team member.
- Process new customer intakes, collect required information, and establish accurate customer records.
- Coordinate Certificate of Insurance requests, ensuring required documentation is obtained and provided to the appropriate parties.
- Support sales and service personnel with customer information, appointments, documentation, and follow-up while maintaining positive customer relationships.
- Order, track, and coordinate delivery of parts, tools, and equipment, and communicate with vendors regarding availability, pricing, and urgent service needs.
- Assist with dispatch scheduling and communicate technician status, scheduling changes, and service updates to customers, technicians, and management.
- Maintain accurate service records, update service information, and coordinate follow-up on outstanding items.
- Contact customers regarding outstanding invoices, document collection efforts, and communicate account updates to the General Manager and Accounts Receivable Department Manager.
- Assist with service calls, purchase orders, invoicing, customer records, and other daily administrative tasks as assigned.
Benefits
- Competitive base salary
- Annual raises
- Annual bonuses
- 401(k) retirement plan with generous company match
- Two weeks’ vacation during the first year at entry level, with more earned for greater tenure
- Sick pay
- Medical/health insurance plans
- Dental coverage
- Voluntary life insurance options
- Accident insurance
- Voluntary disability insurance options
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
