Administration Coordinator (Part-Time) Responsibilities Purpose To define the responsibilities of the Administration Coordinator in supporting daily office operations, customer service, billing, scheduling, and administrative functions to ensure efficient business operations. Scope This procedure applies to the Administration Coordinator's daily administrative duties, including customer communications, invoicing, scheduling, mail and package handling, banking, and support for the office staff. Responsibilities The Administration Coordinator is responsible for the following: Telephone Communications Answer incoming telephone calls in a professional and courteous manner. Direct each call to the appropriate employee or department for assistance. Take accurate messages when the intended recipient is unavailable and ensure timely delivery. Service Billing Invoice all completed service calls in Service Fusion on a daily basis. Verify that service tickets are complete before processing invoices. Notify the appropriate manager of any discrepancies or missing information. Follow up with Customers requiring P.O's so we can invoice. Bank Deposits Prepare and deposit customer payments and checks in a timely manner. Maintain accurate records of all deposits in accordance with company procedures. Receiving Deliveries Receive deliveries from carriers such as UPS, FedEx, USPS, and freight companies. Notify the Service Department or appropriate employee when deliveries arrive. File Bills of Lading (BOLs) and shipping documents for record retention and future reference. Billing Support Assist the back office with billing questions and documentation as needed. Provide administrative support to ensure timely and accurate customer invoicing. Scheduling Support Update the company schedule to reflect employee time off, vacation requests, holidays, and on-call assignments. Ensure scheduling changes are communicated promptly and accurately. Performance Expectations Answer incoming calls promptly and professionally. Process completed service invoices daily to support timely customer billing. Complete bank deposits accurately and without unnecessary delay. Maintain organized records for deliveries, Bills of Lading, and deposits. Keep employee schedules current and accurate. Provide dependable administrative support to office staff and management. Compliance Failure to follow this procedure may result in billing delays, scheduling conflicts, inaccurate records, or reduced customer service. The Administration Coordinator is expected to perform all responsibilities accurately, professionally, and in accordance with company policies.

Pay:

$20.00 - $28.00 per hour Expected hours: 25.0 per week

Work Location:

In person