Position Summary: 

As a Service Coordinator, you are an integral part of our Service Team ensuring projects run smoothly and efficiently so we can deliver the highest levels of hospitality to our clients. In this role, you’ll provide administrative support to the Service Team through a variety of project coordination and accounting tasks for the life cycle of small-scale projects. You’ll be responsible for project set up, vendor set up, securing building permits, issuing contracts, processing change orders, capturing all job costs, and processing billings accurately and on time. Persistent yet hospitable communication is a must-have in this role, as you’ll support a high volume of projects and no two projects are the same! This is a great entry-level opportunity to join our growing team if you have excellent organizational skills, keen attention to accuracy, and a desire to learn.

Responsibilities:

Provide quality assistance to multiple Service Project Managers and Service Technicians, and own all accounting and administrative aspects of the service project lifecycle. This will include: 

• Project Administration: Utilize project management and accounting databases to track and manage project tasks and documents. Coordinate new vendor set-up including requesting W-9s and Certificates of Insurance. Obtain building permits and SAC determination, as required per project. Work closely with trade partners to ensure all paperwork is submitted and completed in a timely manner. 
• Process Billings: Process contracts and change orders per direction of Service Project Managers. Create and submit a high volume of client invoices according to contract terms and billing schedule. Collect and provide invoice and lien waiver documentation. Regularly review and resolve unbilled work. Ensure all billing information and job costs are captured and meet contractual requirements. 
• Collections Management: Execute collections and follow up with clients regularly. Review and resolve outstanding payments. Provide payment status information to Accounts Payable team members.

• Team Collaboration: Proactively collaborate with Service Project Managers/Technicians to ensure accurate billing of projects and that projects are cash positive. Regularly follow up and meet with Service Project Managers, and facilitate billing communication and monthly job close meetings. Participate in Quarterly Service Meetings.

• Other administrative duties as assigned

Knowledge, Skills and Abilities:

• Positive attitude, eagerness to learn, and willingness to take on new challenges with enthusiasm
• Meticulous attention to detail and a high degree of accuracy
• Organized and methodical approach, with demonstrated skills in maintaining accurate and up-to-date records 
• Ability to analyze information, identify and reconcile inconsistencies
• Excellent follow-through with the ability to prioritize and execute timely work according to deadlines
• Proficiency in Excel spreadsheets, MS office software, Google Suite, and Apple devices 
• Strong typing and data entry skills
• Strong interpersonal skills with the ability to work as a collaborative team member in an open-office environment
• Excellent customer service skills with the ability to address inquiries and concerns hospitably, promptly, and professionally 

Qualifications:

• 1 years of experience in an administrative role 
• Experience with data entry, spreadsheets, filing, database management, and expense/invoice management 
• 2-year degree in Business Administration, Accounting, or related field (or equivalent combination of education and experience)
• Bonus, but not required: experience in the commercial construction industry; working knowledge of Sage 300 CRE and/or Procore software

Benefits and Company Perks:

• Competitive salary, paid weekly
• Benefits include: Comprehensive health and dental insurance, HSA option with generous employer contribution, life insurance, long term disability coverage, vision insurance, critical illness insurance, accident insurance, 401k plan, paid parental leave
• Paid parking or paid public transportation costs
• Company provided phone and laptop
• This is an in-person role with a flexible working schedule.
• Paid time off and 8 company holidays
• Free access to onsite gym facility
• Flat hierarchy, EOS-led, open culture, encouragement of individual growth
• Regular company and team outings

Pre-Employment Screening:

Drug screen and background check required

Interview Process:

Our interview process includes 3 conversations (phone and in-person)

Equal Opportunity Employer

Gardner Builders is an Equal Opportunity Employer. We are committed to create and maintain an environment where everyone feels welcome, included, and is treated with dignity, respect, and fairness. Gardner Builders does not discriminate against any employee or applicant because of race, color, religion, creed, national origin, ethnicity, sex (including pregnancy), gender identity or expression, sexual orientation, disability, age, citizenship status, service in the uniformed forces, marital status, or any other characteristic protected under federal, state, or local law.