OFFICE ADMINISTRATIVE COORDINATOR

Position Overview:

Seeking an Office Administrative Coordinator to join our office team. The Office Administrative Coordinator supports daily service operations by serving as a consistent point of contact for customers, technicians, and internal teams. This position helps coordinate scheduling and dispatch, customer communication, purchasing, and administrative follow-up to keep work organized and moving efficiently. Additionally, the ideal candidate will be seeking a long-term relationship with an employer to further their career. This is a full-time and non-exempt (hourly) position.

About Company

Since 1905, Elliott-Lewis and its family of companies have a reputation of being a premier provider of Mechanical Services, Facilities Management, and Crane Rentals. This role will specifically support the Mechanical Services line of business within Elliott-Lewis. Mechanical Service includes installation of commercial HVAC units; proactive maintenance of HVAC, boilers, and chillers; service repairs to HVAC, boilers, and chillers; and mechanical construction projects.

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 (COI) 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, communicating 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.

Required Skills  

·         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. 

Preferred Skills 

·         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 process is a plus.

Physical Requirements

• Regularly requires a high degree of mental effort, talk and hear, gross and fine manipulation, read both print and screens for extended periods of time.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 
• Frequently required to walk and sit 
• Occasionally required to reach with hands and arms, lift 25 lbs. max, stand and stoop, kneel, or crouch, and climb stairs  
• Expected to work in a moderately loud level of volume environment.  

Compensation

• Elliott-Lewis offers a robust compensation package including:
  • Competitive base salary,
  • Annual raises,
  • Annual bonuses,
  • 401k Retirement Plan with generous company match,
  • Two weeks’ vacation during 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, several disability insurance options, and more.

We recognize that great talent can come from a variety of backgrounds.  We are an equal opportunity employer committed to affirmative action and diversity.  Background, MVR checks, and drug tests are performed for all positions. 

Equal Opportunity Employer including Disability/Vets