Operations Coordinator

MJ Electric & Refrigeration•Cranston, RI

29d•Onsite

About The Position

MJ Electric & Refrigeration is seeking a Service Operations Coordinator to serve as the operational backbone of their business. This critical in-office role is responsible for client service, scheduling, invoicing, and financial administration. The coordinator will guide clients through the entire service experience, from initial contact to project completion. This is an in-person role requiring strong organizational skills and the ability to thrive in a fast-paced environment.

Requirements

3+ years of experience in customer service, dispatching, scheduling, or office administration
Prior experience with CRM software such as Service Fusion and Service Titan, etc., or similar
Strong communication and customer service skills
Highly organized with strong attention to detail and follow-through
Ability to manage multiple priorities in a fast-paced environment
Comfortable handling difficult customer situations professionally
Experience with invoicing, accounts receivable, or bookkeeping support preferred
Experience with QuickBooks or similar accounting/field service software strongly preferred
Proficiency with Microsoft Office, Google Workspace, and scheduling/software systems
Ability to work independently while collaborating with technicians and leadership
Strong problem-solving and time management skills

Nice To Haves

Experience in a service-based, construction, HVAC, plumbing, electrical, or field operations environment preferred

Responsibilities

Serve as the primary point of contact for incoming customer calls and service requests
Gather accurate job details and set clear expectations with customers
Provide proactive communication regarding scheduling updates, delays, and service changes
Resolve customer concerns professionally and ensure a positive customer experience
Maintain detailed documentation and follow-up on all customer interactions
Contact all new customers within 24 hours of inquiry
Schedule service calls based on urgency, geography, and technician expertise
Coordinate and optimize daily technician schedules and routes
Adjust schedules in real time to accommodate emergencies and operational changes
Confirm appointments and maintain accurate scheduling records
Generate and send invoices promptly following service completion
Review technician notes to ensure billing accuracy and completeness
Monitor accounts receivable aging and follow up on outstanding balances
Maintain accurate records of billing and collection communications
Receive, organize, and track vendor invoices
Match invoices to work orders and verify pricing accuracy
Prepare invoices for management approval
Maintain organized digital files and operational documentation
Provide regular scheduling and accounts receivable updates to leadership
Maintain accurate job and customer records
Support process improvement and workflow efficiency initiatives