Office Coordinator - VisionsHR

Are you an organized, detail-oriented professional who thrives in a fast-paced environment? Do you love working with people and have a soft spot for furry friends? If so, we have the perfect opportunity for you!

Our client is seeking an Office Coordinator to join their dynamic team. In this role, you’ll ensure operations run smoothly while interacting with customers, technicians, and team members. Plus, you’ll be working in a dog-friendly office, so animal lovers are encouraged to apply! Hires are subject to a credit & criminal background check.

Key Responsibilities:

• Customer Communication:

  • Check voicemail daily, recheck missed calls promptly, and manage incoming emails.
  • Schedule and confirm installation dates and ensure schedules are geographically and skill-set efficient.
  • Respond to customer inquiries and handle requests promptly and professionally.
  • Schedule project inspections with local authorities and provide inspection reports.

• Technician Support:

  • Conduct daily check-ins with technicians and the Installation/Service Manager to ensure timelines, product availability, and job documentation are on track.
  • Assist technicians with pricing, account setups, and programming in various systems (e.g., Manitou, Resideo Alarmnet 360, Bosch Receiver).

• Operational Tasks:

  • Manage inventory, place orders, and ship parts as needed.
  • Prepare monthly/quarterly reports, process permit applications, and maintain account records.
  • Support general invoicing, collection efforts, and assist with Tier 1/Tier 2 technical support.

Required Attributes:

• Organizational Excellence:

  • Strong attention to detail and ability to meet deadlines in a high-volume, fast-paced environment.
  • Proficient in scheduling and updating account information with accuracy.

• Communication Skills:

  • Excellent verbal, negotiation, and customer service skills.
  • Capable of resolving challenging situations calmly and professionally.

• Adaptability:

  • Ability to work independently, adapt to changing environments, and manage competing priorities effectively.

• Physical Capability:

  • Comfortable with occasional heavy lifting as required.

Preferred Experience:

• Previous experience in customer service or office coordination roles.
• Familiarity with scheduling software, inventory management, or alarm/security systems is a plus.

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