Ellis Mechanical | Indianapolis, IN
Ellis Mechanical is seeking a highly organized and customer-focused Office Coordinator to support our service operations, accounting processes, and day-to-day administrative functions. This role serves as a key point of contact for customers, technicians, and office staff, helping ensure smooth communication, accurate invoicing, and efficient office operations.
Key ResponsibilitiesCustomer Service & Dispatch Support
- Serve as the second line of customer support for incoming service requests.
- Receive and process service calls in a professional and timely manner.
- Create and manage service work orders.
- Set up new customer accounts and maintain accurate records.
- Assist field employees with purchase order requests and documentation.
Accounts Receivable – Service Division
- Review and ensure service work orders are complete and ready for billing.
- Generate and process invoices for service work and preventative maintenance agreements.
- Submit invoices to customers accurately and on time.
- Monitor and follow up on outstanding receivables to support timely collections.
Administrative Support
- Open, distribute, and organize incoming mail.
- Enter and track customer purchase orders.
- Manage front office deliveries and visitors.
- Process employment applications and collect required documentation, including driver's licenses.
- Match receipts to company credit card statements and assist with monthly reconciliations.
- Order and maintain office supplies and inventory.
Special Projects & Team Support
- Assist service technicians with BuildOps system issues and administrative support.
- Coordinate company events, employee activities, and office functions.
- Provide additional administrative support to management and operations teams as needed.
Qualifications
- Previous administrative, office coordination, customer service, or accounts receivable experience preferred.
- Strong organizational skills with the ability to manage multiple priorities.
- Excellent communication and customer service skills.
- Proficiency with Microsoft Office Suite and general office software.
- Experience with BuildOps or service management software is a plus.
- Ability to work independently while supporting a collaborative team environment.
Why Join Ellis Mechanical?
- Stable and growing mechanical contractor with a strong reputation in the Indianapolis market.
- Team-oriented culture with opportunities for growth and development.
- Competitive compensation and benefits package.
- Opportunity to play a vital role in supporting both customers and field operations.
Benefits:
- Medical
- Dental
- Vision
- 401K w/ company match
- Vacation / PTO / holiday pay
- Great work culture and room for advancement
Check this video out to learn more about Ellis Mechanical (a Crete United Company)
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Ellis Mechanical (a Crete United Company)is an equal opportunity employer, considering all applicants for employment regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, sexual orientation, genetic information, or any other characteristic protected by state or federal law.