Administrative & Operations Coordinator

Job Overview

TerryTech Mechanical Services LLC is seeking a great communicator who is highly organized and detail-oriented to support the day-to-day administrative and financial operations of the company. This role is responsible for bookkeeping support, preparing customer estimates and invoices through QuickBooks, managing client communications, coordinating schedules, processing warranty documentation, and maintaining vendor and service provider relationships. The ideal candidate is an excellent communicator, proactive, dependable, and capable of managing multiple priorities while providing excellent customer service. Patience and ability to work with non-native English speakers and develop inter-cultural communication skills is a must!

Key Responsibilities

Bookkeeping & Financial Administration

• Prepare and send customer estimates and invoices using QuickBooks.
• Reconcile accounts, organize financial records, and assist with bookkeeping tasks.
• Monitor outstanding invoices and assist with collections as needed.
• Maintain accurate customer, vendor, and financial information.
• Support month-end reconciliation and provide administrative assistance for accounting functions.

Client Communication & Office Administration

• Monitor and manage company email accounts, responding to customer inquiries professionally and promptly.
• Coordinate appointments, service calls, and technician schedules.
• Serve as the primary point of contact for customers regarding scheduling, invoices, and service updates.
• Maintain organized electronic and physical filing systems.
• Perform general administrative duties including document preparation, data entry, and office correspondence.

Estimates & Service Coordination

• Prepare accurate customer estimates based on information provided by management and technicians.
• Convert approved estimates into work orders and invoices.
• Coordinate with customers before, during, and after service appointments to ensure excellent customer satisfaction.

Warranty & Vendor Administration

• Prepare and submit warranty repair documentation and reimbursement invoices to manufacturers and vendors.
• Track warranty claims and ensure all supporting documentation is complete and submitted on time.
• Complete applications and maintain required paperwork for Preferred Service Provider programs and vendor partnerships.
• Maintain compliance documentation, certificates, and vendor requirements.

General Operations Support

• Assist with improving office procedures and administrative workflows.
• Coordinate with technicians and management to ensure timely completion of administrative tasks.
• Support special projects and other administrative duties as assigned.

Qualifications

• Previous experience in office administration, bookkeeping, customer service, or business operations preferred.
• Working knowledge of QuickBooks (Online or Desktop) required.
• Strong computer skills including Microsoft Office and Google Workspace.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Professional, dependable, and customer-focused.
• Experience in the HVAC, mechanical services, construction, or service industry is a plus.

Preferred Skills

• QuickBooks bookkeeping and invoicing
• Accounts receivable and account reconciliation
• Scheduling and calendar management
• Email management and professional correspondence
• Warranty claim processing
• Vendor and service provider administration
• Data entry and document management
• Strong problem-solving and organizational abilities

Position TypeFull-time or Part-time (based on company needs)

Reports ToOwner / Operations Manager

Success in This RoleThe Administrative & Operations Coordinator plays a vital role in keeping TerryTech Mechanical Services running efficiently by ensuring financial records remain accurate, customers receive prompt communication, schedules stay organized, warranty claims are processed correctly, and administrative operations support the company's continued growth.

In this vital role, you will serve as the backbone of our office, ensuring seamless daily operations, efficient communication, and exceptional support to our technician. with Your energetic approach and attention to detail will help foster a productive environment where everyone can thrive. This paid position offers an exciting opportunity to develop your skills in office management, customer service, and administrative support while contributing to the overall success of our organization.

Duties

• Manage front desk responsibilities, greeting visitors and directing phone calls with professionalism and courtesy using multi-line phone systems.
• Handle calendar management, scheduling meetings, appointments, and coordinating events with precision.
• Perform data entry and maintain accurate records using Microsoft Office Suite, Google Workspace, and QuickBooks for bookkeeping tasks.
• Support office management activities including filing, organizing documents, and ensuring confidentiality of sensitive information.
• Provide exceptional customer service by responding promptly to client inquiries via phone or email, maintaining positive communication at all times.
• Assist with clerical tasks such as proofreading documents, preparing reports, and managing correspondence to ensure clarity and accuracy.
• Support personal assistant duties when needed, including travel arrangements or special project coordination.

Qualifications

• Proven office experience with strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace, and QuickBooks for bookkeeping and data management.
• Excellent phone etiquette with experience handling multi-line phone systems and client communication.
• Bilingual abilities are highly desirable to serve diverse client needs effectively.
• Strong computer literacy including typing speed, proofreading skills, and familiarity with data entry procedures.
• Demonstrated ability to handle confidential information discreetly while maintaining professionalism.
• Exceptional time management skills with the ability to prioritize tasks efficiently in a fast-paced environment.
• Previous experience in administrative support or office management roles is preferred but not required; training will be provided for the right candidate.

Join us as an Administrative & Operations Coordinator and become a key player in creating a vibrant, organized workplace! Your enthusiasm for supporting teams and clients alike will make a meaningful impact every day.

Pay: $20.00 - $30.00 per hour

Expected hours: 10.0 – 20.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $20 - $30