An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
$25+/hour, DoE About the Role Midwest911, Inc. is looking for an experienced Operations Coordinator to support the front-end operations of our business. We build, service, and support emergency response vehicles for police, fire, EMS, municipal, and fleet customers. Our work requires organization, clear communication, accuracy, and consistent follow-through. This position is best suited for someone who has experience in a busy office, service, shop, fleet, automotive, construction, trades, or operations-based environment. The right person will be comfortable handling customer communication, scheduling coordination, work order support, invoicing, accounts receivable follow-up, inventory receiving support, and general day-to-day operational tasks. This is not a receptionist-only position. It is a hands-on coordination role for someone who can manage responsibility, stay organized, and help keep the business moving. Key Responsibilities Front Office & Customer Communication Answer incoming phone calls and assist walk-in customers Provide professional and timely communication to customers Help manage customer expectations throughout the process Coordinate vehicle drop-offs and pickups Route technical questions to the appropriate team member Maintain an organized and professional front-office environment Scheduling & Vehicle Coordination Coordinate customer scheduling with ownership, sales, and lead technicians Confirm vehicle drop-off and pickup details Help ensure vehicles are properly checked in and documented Communicate scheduling needs clearly to the shop team Help keep jobs moving through the process from quote to completion Work Order & Administrative Support Assist with work order setup, organization, and review Verify customer, vehicle, and job information for accuracy Confirm required documents, notes, photos, purchase orders, and approvals are attached Maintain accurate records in company systems Support communication between front office, sales, technicians, and ownership Billing & Accounts Receivable Support Send customer invoices when jobs are completed and vehicles are released Help ensure invoices are sent the same business day as delivery or customer pickup Track outstanding invoices and follow up on past-due balances Apply late fees and send notices according to company policy Communicate payment expectations professionally and respectfully Escalate disputed or unusual payment situations when appropriate Inventory Receiving & Operational Support Receive incoming shipments Verify received items against packing slips or order information Help organize parts, materials, and job-related items Communicate shortages, damaged items, or discrepancies Assist with vendor follow-up, returns, and RMAs when needed Support general organization and daily operational flow What We're Looking For We are looking for someone who brings maturity, experience, and sound judgment to the role.
A strong candidate will be:
Organized, dependable, and detail-oriented Experienced in handling responsibility without constant supervision Comfortable communicating with customers, vendors, technicians, and ownership Able to manage multiple priorities in a busy environment Comfortable with invoicing, payment follow-up, and policy enforcement Professional, steady, and confident under pressure Strong in follow-through and task completion Able to identify problems early and communicate clearly Interested in helping improve systems, workflow, and consistency We do not expect perfection. We do expect accountability, communication, and ownership. Experience & Qualifications Qualified candidates should have prior experience in one or more of the following areas: Operations coordination Office management Service coordination Scheduling Customer communication Invoicing or accounts receivable Administrative support in a busy business environment Automotive, fleet, construction, trades, municipal, or service-based operations Inventory receiving or purchasing support Experience in a shop, fleet, automotive, construction, trades, public safety, or service-based business is preferred. This Role Is a Good Fit If You Have handled real responsibility in a previous role Are comfortable communicating clearly and directly Can follow through without needing constant reminders Take pride in being reliable and trusted Understand the importance of customer service, billing accuracy, and organization Prefer a practical, hands-on business environment over a corporate setting Want the opportunity to grow with a company that is building structure for the future This Role Is Not a Good Fit If You Are looking for an entry-level office position Need constant supervision or reminders Avoid difficult conversations Struggle with follow-through Prefer a slow-paced or highly predictable desk job Are uncomfortable balancing multiple priorities Why Midwest911? At Midwest911, we support the vehicles and equipment used by first responders and public safety agencies throughout the area. This role is ideal for someone who wants more than a basic office job. The right person will become a trusted part of our daily operations, helping customers, supporting the shop, keeping information organized, and ensuring important details are handled with accuracy and follow-through. If you are experienced, organized, dependable, and ready to be trusted with real responsibility, we would like to hear from you. How to Apply Please submit your resume through Indeed. Include a brief summary of your relevant experience, especially if you have worked in operations, office management, service coordination, scheduling, invoicing, accounts receivable, automotive, fleet, trades, construction, public safety, or another service-based business. Midwest911, Inc. is an equal opportunity employer and welcomes qualified candidates from all backgrounds to apply.
Pay:
From $25.00 per hour
Benefits:
Employee assistance program Employee discount Professional development assistance People with a criminal record are encouraged to apply
