Office Administrator / Service Coordinator
Position Summary
We’re seeking a highly organized and customer-focused Office Administrator to support daily operations in a fast-paced service environment. This role serves as the first point of contact for customers, coordinates service scheduling, manages warranty claim submissions, service parts, and handles light accounting functions. The ideal candidate is detail-oriented, comfortable on the phone, excellent customer service, and confident working with numbers and data.
Key Responsibilities:
Customer Service & Phone Support
- Answer inbound calls and assist customers with scheduling service appointments
- Coordinate technician schedules for efficiency and timeliness
- Provide clear information regarding service fees, policies, and availability
- Follow up with customers regarding appointment confirmations and updates
- Maintain a professional, friendly, and solution-focused phone presence
- Service Scheduling & Coordination
- Schedule and route service calls based on technician availability and location
- Update service management software with accurate call details
- Communicate changes or delays to customers and technicians
Warranty Claims Administration
- Submit warranty claims to manufacturers accurately and timely
- Track claim status and follow up as needed
- Maintain organized digital and/or physical warranty records
- Ensure supporting documentation is complete and compliant
Light Accounting & Data Entry
- Apply customer payments accurately to open invoices
- Prepare and record daily bank deposits
- Perform data entry related to service calls, billing, and collections
- Assist with invoice processing and account reconciliation
- Maintain accurate financial records and reports
Qualifications & Skills
Phone & Communication Skills
- Strong verbal communication skills with a professional and confident tone
- Comfortable handling high call volume
- Ability to de-escalate concerns and provide helpful solutions
- Clear and accurate information gathering
Administrative & Technical Skills
- Proficient in Microsoft Office (Excel, Word, Outlook)
- Experience with service management or scheduling software preferred
- Accurate data entry skills with strong attention to detail
- Ability to prioritize and multitask in a busy office setting
Preferred Experience
- Customer service or call center background
Key Attributes
- Reliable and punctual
- Detail-oriented and highly organized
- Team-oriented with a positive attitude
- Able to maintain confidentiality with financial information
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