What are the responsibilities and job description for the Office Administrator & Customer Service Coordinator (Part-Time) position at Garage Living Cincinnati?
Garage Living Cincinnati specializes in transforming residential garages with premium flooring, custom cabinetry, storage solutions, and organization systems. We take pride in delivering high-quality products, professional installations, and an excellent customer experience.
We're looking for a dependable, organized, and personable Office Administrator & Customer Service Coordinator to help keep our day-to-day business operations running smoothly.
This is a hands-on administrative role in a small, growing business. The ideal candidate is comfortable juggling customer communications, billing, paperwork, and basic bookkeeping while helping us maintain an organized and professional office.
This position is responsible for supporting customers, handling routine office administration, preparing and sending invoices, tracking payments, and organizing vendor bills and other financial paperwork.
The role is primarily scheduled during afternoon and early evening hours to provide customer support and help close out the day's installation activity.
We're looking for someone who takes ownership of their responsibilities, pays attention to details, and enjoys making processes run more smoothly.
Customer Service & Office Administration
- Answer incoming phone calls and respond to customer emails professionally and promptly.
- Welcome customers and visitors to our showroom.
- Assist customers with scheduling questions, billing inquiries, and general requests.
- Maintain organized customer records, documents, and office files.
- Prepare and send routine customer communications.
- Support the owner, sales team, and installation crews with administrative needs.
Customer Billing & Accounts Receivable
- Prepare and send customer invoices, including deposit invoices and final payments.
- Coordinate with installation crews to confirm completed jobs and gather necessary paperwork.
- Process and record customer payments.
- Follow up on outstanding invoices and customer balances.
- Maintain accurate billing records and help resolve routine payment questions.
- Assist with daily administrative closeout activities
Vendor Billing & Basic Bookkeeping
- Receive, organize, and enter vendor invoices and receipts.
- Maintain accurate records of customer payments and vendor bills.
- Assist with routine bookkeeping and administrative reporting.
- Organize supporting documentation for financial transactions.
- Identify billing discrepancies and bring questions or issues to management's attention.
Team & Operational Support
- Help ensure job-completion paperwork is collected and properly recorded.
- Coordinate with installers, sales representatives, and management as needed.
- Track outstanding administrative tasks and follow through until completed.
- Help identify practical opportunities to improve office organization and efficiency.
- Assist with other administrative responsibilities as business needs evolve.
Required
- Previous experience in office administration, customer service, billing, bookkeeping, or a similar role.
- Strong organizational skills and excellent attention to detail.
- Comfortable working with invoices, payments, financial records, and basic calculations.
- Professional communication skills, both by phone and email.
- Proficiency with computers, email, and common office software.
- Ability to manage multiple priorities and work independently.
- Dependable, trustworthy, and comfortable handling confidential information.
Preferred
- Experience with QuickBooks or similar accounting software.
- Experience with accounts receivable, customer invoicing, or vendor billing.
- Previous experience in a small business, construction, home improvement, or service-based company.
The right person will help ensure that:
- Customer calls and emails receive timely, professional responses.
- Completed jobs are invoiced promptly and accurately.
- Customer payments and outstanding balances are tracked consistently.
- Vendor bills, receipts, and paperwork remain organized.
- End-of-day installation paperwork is collected and processed.
- The office operates smoothly and important administrative details don't fall through the cracks.
This is a part-time, on-site position based at our Blue Ash location.
The anticipated schedule is Monday through Friday, approximately 1:30 PM to 6:30 PM, totaling approximately 25 hours per week. Some flexibility may be available based on business needs.
Because the position supports end-of-day installation activities, availability during late afternoon and early evening hours is important.
- Competitive hourly compensation based on qualifications and experience.
- Consistent weekday schedule.
- Supportive, small-business work environment.
- Opportunity to grow with the business.
- Eligibility for applicable company benefits in accordance with company policies and plan requirements.
Please submit your resume and a brief introduction describing your relevant administrative, customer service, billing, or bookkeeping experience.
Garage Living Cincinnati is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs, without regard to protected characteristics.