Office Operations Coordinator

About Us

We are a family operated and locally owned plumbing contractor known for quality workmanship, excellent customer service, and long-term client relationships. We handle a wide range of residential and commercial projects, from service replacements to ground-up construction.

Job Summary
We're looking for a motivated, highly organized, and detail-driven Office Operations Coordinator to manage the administrative backbone of our business. This position ensures jobs flow smoothly from the field to billing, parts are ordered on time, and our technicians stay productive.

If you thrive in a busy environment, enjoy keeping systems running efficiently, and have strong experience with office operations, this role is for you.

Key Responsibilities

Job Processing & Paperwork

• Receive job write-ups and documentation from technicians
• Create and send estimates based on field information
• Convert approved estimates into scheduled jobs
• Ensure job notes, photos, and materials lists are accurate and complete

Billing & Invoicing

• Generate invoices promptly
• Send invoices to customers and follow up on unpaid accounts
• Maintain accuracy in QuickBooks/CRM and support clean job costing

Parts & Inventory

• Order parts, materials, and special items as needed
• Track purchase orders and maintain vendor relationships
• Keep inventory organized and assist with material tracking

Backend Scheduling

• Build weekly technician workflow (not daily dispatch)
• Schedule multi-day jobs and coordinate with suppliers
• Update CRM with job progress, status, and notes

Administrative Duties

• Process company bills, receipts, and expense documentation
• Handle warranty and permit paperwork
• Assist the owner with operational reports, job costing, and project tracking

Who We're Looking For

Required Skills & Qualities

• Highly organized with excellent attention to detail
• Experience with billing, invoicing, or back-office administration
• Strong computer skills (CRM systems, QuickBooks, Google Workspace, HouseCallPro, etc.)
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Strong communication skills (email, phone, vendor interactions)

Preferred

• Experience in the plumbing, HVAC, construction, or service-trade industries
• Knowledge of trade terminology, parts, and common workflows
• Familiarity with service management software such as ServiceTitan, Jobber, Housecall Pro, etc.

Pay: $40, $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Fuel reimbursement
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Work Location: In person