An established, plumbing contractor serving Sonoma County and the North Bay is seeking a dependable and highly organized Plumbing Service Coordinator.
This is an in-office position responsible for answering customer calls, scheduling and dispatching service technicians, maintaining accurate job information, preparing invoices, and supporting the daily administrative needs of a busy plumbing service department.
The ideal candidate is comfortable communicating with customers and field technicians, can manage changing priorities throughout the day, and consistently follows jobs from the initial customer call through scheduling, completion, billing, and collection.
Primary Responsibilities
- Answer incoming service calls and respond professionally to customer questions.
- Gather accurate information regarding customer needs, job locations, and service history.
- Schedule and dispatch plumbing service technicians.
- Communicate schedule changes, delays, and arrival windows to customers.
- Maintain accurate customer, job, and technician information in the company’s service software.
- Review technician notes, photographs, time entries, materials, and job documentation for completeness.
- Prepare and process customer invoices based on completed field documentation.
- Collect payment information and follow up on outstanding service invoices.
- Track open service calls, approved estimates, return visits, pending materials, and incomplete jobs.
- Schedule approved repair and replacement work.
- Assist with preparing and sending service estimates.
- Follow up with customers regarding outstanding estimates and recommended work.
- Coordinate material needs with technicians, purchasing, and warehouse personnel.
- Assist with warranty calls, callbacks, maintenance reminders, and customer follow-up.
- Maintain organized electronic and physical service records.
- Provide general administrative support to the service department and company management.
- Help improve office procedures, customer communication, and service-department workflow.
Qualifications
- Previous experience in dispatching, customer service, billing, office administration, or service coordination.
- Strong organizational skills and attention to detail.
- Professional and confident telephone manner.
- Clear written and verbal communication.
- Ability to manage multiple priorities in a fast-paced office environment.
- Dependable follow-through and the ability to take ownership of assigned responsibilities.
- Comfortable communicating with customers, technicians, vendors, and management.
- Proficiency with email, Microsoft Office, and cloud-based business software.
- Ability to review job documentation and identify missing or inconsistent information.
- Basic understanding of invoicing, payment collection, and accounts receivable.
Preferred Experience
- Experience with Housecall Pro, ServiceTitan, Service Fusion, Jobber or similar field-service management software.
- Plumbing, HVAC, electrical, construction, or other skilled-trade office experience.
- Experience scheduling or dispatching field technicians.
- Experience preparing service invoices and following up on customer payments.
- Familiarity with service agreements, estimates, purchase orders, and job costing.
- General knowledge of plumbing terminology and common service work.
Plumbing experience is preferred but not required. We are willing to train the right person who has strong organizational skills, good judgment, and relevant service-office experience.
What We Are Looking For
The successful candidate will be organized, responsive, and comfortable taking ownership of the service workflow. Customers should receive clear communication, technicians should have accurate job information, completed work should be billed promptly, and open items should not be allowed to fall through the cracks.
This position requires someone who can remain composed when the schedule changes, recognize what needs immediate attention, and communicate directly when information is missing.
Benefits
- Competitive compensation based on experience
- Medical benefits
- Paid time off
- Paid holidays
- Retirement plan (401K match)
- Stable, year-round employment
- Monday–Friday schedule
- Opportunity for increased responsibility as the service department grows
Pay: $27.00 - $36.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
