Office Administrative Coordinator

AA Duckett • Nazareth, PA

2d

About The Position

The Office Administrative Coordinator supports daily Mechanical Services operations at Elliott-Lewis by serving as a consistent point of contact for customers, technicians, and internal teams. The role coordinates scheduling and dispatch, customer communication, purchasing, and administrative follow-up to keep work organized and moving efficiently. The position is full-time and non-exempt (hourly); the ideal candidate is seeking a long-term relationship with an employer to further 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 line of business, which includes commercial HVAC installation, proactive maintenance and service repairs for HVAC systems, boilers, and chillers, and mechanical construction projects.

Requirements

• Strong organization and time-management skills, with the ability to prioritize competing requests.
• Professional telephone etiquette and customer service skills.
• Clear written and verbal communication skills and the 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 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; 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
• Additional voluntary benefits, including several life insurance options, accident insurance, and several disability insurance options

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed