The Office Coordinator plays a critical role in supporting daily operations by ensuring accurate documentation, timely invoicing, and effective communication between office staff, field personnel, internal teams, and customer systems. This position requires strong attention to detail, initiative, and organization to meet deadlines while supporting billing accuracy and accounts receivable performance.
Connecting you to great benefits- Weekly Paychecks
- Paid Time Off, Parental Leave, and Holidays
- Insurance (including medical, prescription drug, dental, vision, disability, life insurance)
- 401(k) w/ Company Match
- Stock Purchase Plan
- Education Reimbursement
- Legal Insurance
- Discounts on gym memberships, pet insurance, and much more!
Invoicing & Financial Coordination
- Initiate and process invoicing in a timely and accurate manner
- Review field documentation for completeness and accuracy prior to billing
- Work with the field team and customer systems to verify billable items before invoicing
- Process corrections received from field personnel
- Follow up on rejected invoices and resolve discrepancies promptly
- Maintain accurate billing records and supporting documentation
- Keep financial reports and spreadsheets updated daily
- Monitor accounts receivable activity and help maintain accurate Days Sales Outstanding (DSOs)
Communication & Field Coordination
- Communicate consistently with field personnel to gather required documentation and clarify discrepancies
- Work with the field team to build jobs in the system (including transit entries) accurately and timely
- Ensure all submitted paperwork meets company standards and deadlines
- Serve as a liaison between field teams, office management, and customers when necessary
Quotes & Data Entry Collaboration
- Work closely with the Quotes and Data Entry teams to ensure accurate daily entry of jobs and related information
- Verify job details align with approved quotes before processing
- Monitor data accuracy and address inconsistencies promptly
Administrative & Reporting Duties
- Maintain organized digital and physical filing systems
- Update and manage spreadsheets, tracking logs, and operational reports
- Track job progress, billing status, and aging reports to ensure deadlines are met
- Support additional administrative tasks as assigned
Qualifications
- Previous experience in administrative, billing, accounts receivable, or office coordination roles preferred
- Strong proficiency in Microsoft Excel and other Microsoft Office applications
- Excellent written and verbal communication skills
- Ability to prioritize tasks and meet strict deadlines
- High level of accuracy and attention to detail
Core Competencies
- Detail-oriented and highly organized
- Self-motivated and proactive
- Strong problem-solving skills
- Ability to work independently and collaboratively across teams
- Effective time management skills
- Deadline-driven with strong follow-through
- Financial and billing accuracy focus
Why grow your career with us
Your career here is more than just a job — it's your pathway to opportunity. Our hands-on training, supportive environment, and responsive leadership connect you to work with purpose. Our commitment to you extends beyond professional development to a safety-first culture that ensures you can do what you do best, with peace of mind.
Building stronger solutions together
Our company is an equal-opportunity employer — we are committed to providing a work environment where everyone can thrive, grow, and feel connected.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.