Pay: $19.00 - $21.00 per hour
Job description:
Overview
Glass Depots is a growing glass and glazing company specializing in residential and commercial projects. We take pride in providing high-quality craftsmanship and exceptional customer service. We are seeking a dependable, detail-oriented, and highly organized Coordinator to support our office operations — combining customer service and accounting responsibilities.
This role plays a key part in ensuring excellent customer experiences, accurate billing, and efficient project coordination. The ideal candidate is comfortable wearing multiple hats, thrives in a fast-paced construction environment, and enjoys keeping things running smoothly behind the scenes.
What you’ll do:
Accounts Payable (AP)
- Enter supplier invoices and bills into QuickBooks Online.
- Match packing slips with invoices to confirm receipt of goods.
- Monitor pending credits and coordinate with warehouse staff and suppliers regarding returns.
- Prepare supplier statements and process payments via check, credit card, or ACH.
Accounts Receivable (AR)
- Process customer deposits (phone, ACH, checks).
- Run customer credit cards after installations and issue invoices for Net 30 customers.
- Track commercial project progress and prepare AIA billing applications (G702/G703).
- Manage lien waivers, close-out documents, and daily bank deposits.
- Record payments and deposits accurately in QuickBooks Online and Service Fusion.
Customer Service
- Serve as an additional point of contact for customer calls, emails, and walk-ins regarding service requests, quotes, and project updates.
- Collaborate closely with project managers and installers to ensure jobs have been completed and invoiced.
- Maintain organized records of customer interactions, project updates, and job files.
- Provide general administrative support to the operations and management teams.
Office Administration & Support
- Process incoming and outgoing mail.
- Prepare pre-qualification packages and handle customer credit applications.
- Manage certificates of insurance for projects.
- Track project change orders and maintain detailed records.
- Coordinate with vendors for office-related services (trash removal, gas card management, etc.).
- Provide customers with necessary documentation such as W-9s, warranty letters, and tax-exempt forms.
- Assist with bi-folds program payment tracking.
Qualifications
- Experience in bookkeeping, scheduling, or administrative experience in a construction, service, or trade-based business preferred but not required.
- Proficiency with QuickBooks Online, Google Workspace, and/or Microsoft Office.
- Familiarity with AIA billing (G702/G703) and lien waiver processes is a plus.
- Excellent communication skills — both written and verbal.
- Strong attention to detail, organization, and ability to manage multiple priorities.
- Customer service mindset with a professional and friendly demeanor.
- Ability to work at least one Saturday per month.
- Notary Public certification a plus.
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
