About IllumiLights
IllumiLights installs permanent exterior lighting on homes and businesses throughout southeast Idaho. We are a small, growing company that takes pride in doing excellent work, communicating clearly, and taking care of our customers from the initial sale through the completed installation.
As we grow, we need someone who can bring structure, consistency, and follow-through to keep projects moving.
About the Role
We are hiring an Office Coordinator to take ownership of our customer projects after the sale.
Once a customer approves a quote, you will be responsible for helping move that project through design review, scheduling, installation, invoicing, payment, and follow-up. You will make sure the information is complete, the customer knows what to expect, the installers have what they need, and no important detail is forgotten.
This is not a role where you simply wait for someone to give you the next task. We are looking for someone who naturally notices loose ends, follows up without being reminded, and takes personal responsibility for making sure things are completed correctly.
You will also help keep our leadership team organized and accountable. At times, that may mean reminding an owner that a check still needs to be deposited, following up about an inventory order, or continuing to ask for a decision until a project can move forward. You should be comfortable doing that respectfully, directly, and persistently.
The right person will become someone the team relies on to know what is happening, what is missing, and what needs to happen next.
What You Will Own
Project Review and Preparation
- Review newly approved projects to make sure the quote, design information, measurements, photos, colors, pricing, deposits, and other details are complete and accurate.
- Identify missing or conflicting information before it reaches the installation crew.
- Work with salespeople and managers to correct mistakes and obtain anything that is still needed.
- Confirm that the appropriate materials will be available before an installation is scheduled.
- Coordinate site surveys for custom, unusual, or technically complicated projects.
Scheduling and Installation Coordination
- Contact customers and schedule their installations.
- Assign projects to the appropriate crews and maintain an accurate installationcalendar.
- Monitor cancellations, weather changes, staffing issues, and open time on the schedule.
- Proactively move projects forward or backfill openings so installation crews remain productive.
- Confirm that installers have the project information, documents, and special instructions they need.
Customer Communication
- Serve as the customer’s primary point of contact between the sale and the completed installation.
- Call customers to schedule their project and confirm upcoming appointments.
- Follow up after installation to make sure the work went well and address outstanding questions.
- Return calls, texts, and voicemails promptly.
- Keep customers informed when schedules, materials, weather, or other circumstances change.
- Record customer communications and project notes accurately in our system.
- This is a phone-heavy role. You should be comfortable initiating calls, following up repeatedly when necessary, and communicating with a wide variety of customers.
Custom Project Coordination
- Coordinate custom-color projects, including site surveys, powder orders, local powder coating, and manufacturer orders.
- Track material lead times and make sure custom projects are not scheduled before materials will be ready.
- Communicate realistic timelines to customers and keep projects moving as materials become available.
Invoicing, Payments, and Project Closeout
- Create and review invoices to make sure they match the approved quote.
- Confirm deposits, discounts, financing, and final balances have been handled correctly.
- Follow up consistently on unpaid invoices.
- Make sure checks received from customers reach the office and are depositedpromptly.
- Confirm completed projects are properly closed in our systems.
- Complete basic job-cost reports used for monthly bookkeeping and use-tax reporting.
Administrative and Leadership Support
- Keep our internal project-management board accurate and current.
- Track commitments, deadlines, and follow-up items involving owners and otherteam members.
- Remind leadership when an action is needed and continue following up until it is complete.
- Help identify process gaps, recurring mistakes, or tasks that are at risk of being overlooked.
- Prepare basic information for weekly operations meetings.
- Assist with light financial administration, such as entering expenses, collectingreceipts, and organizing records for bookkeeping.
What We Are Looking For
Exceptional Attention to Detail
You notice when something is missing, inconsistent, unfinished, or out of place. You do not assume someone else will catch it later.
Strong Ownership
You do not consider a task finished simply because you sent an email or left a voicemail. You continue following up until the issue is resolved and the outcome is confirmed.
Confidence Holding Others Accountable
You are comfortable reminding coworkers, managers, and company owners about commitments and deadlines. You can be polite and professional without being passive.
Excellent Organization
You can manage several projects in different stages without losing track of details, follow- ups, or deadlines.
Clear and Friendly Communication
You are comfortable initiating phone calls, keeping customers informed, and communicating with a wide variety of people.
Good Judgment
You can distinguish between something that can wait, something you can resolve independently, and something that needs to be escalated immediately.
Self-Direction
You can establish a daily routine, identify what needs attention, and move work forward without constant supervision.
Comfort With Technology
We use multiple online applications and customer management tools including: Jobber, RepCard, Monday, Quickbooks, and others. Experience with these specific systems is not required, but you should be comfortable learning new software and keeping accurate digital records.
Helpful Experience
Experience in any of the following areas would be valuable:
- Scheduling or dispatch
- Home services, construction, or the skilled trades
- Project or account coordination
- Executive or administrative assistance
- Customer service
- Office management
- Invoicing or accounts receivable
- Expense entry or bookkeeping support
- QuickBooksFormal experience is helpful, but it is not the only thing we will consider. A highly organized person with strong judgment, follow-through, and communication skills may be a great fit even if their previous job title was different.
Position Details
- Schedule: Approximately 20 hours per week
- Location: On-site at our Pocatello office
- Pay: $17–$21 per hour, depending on experience
- Reports to: Operations Manager
- Employment type: Part-time
This position is expected to begin at approximately 20 hours per week. As IllumiLights grows, there may be opportunities for additional hours and responsibilities in areas such as office administration, expense management, invoicing, reporting, and bookkeeping support. Full-time hours are not guaranteed, but we would like to find someone who is interested in growing with the company.
What Success Looks Like
A successful Office Coordinator will help ensure that:
- New projects are reviewed and scheduled promptly.
- Installation crews have complete and accurate information.
- The installation calendar stays full and organized.
- Customers with active projects receive consistent communication.
- Invoices are accurate and payments are collected promptly.
- Custom orders and materials do not fall through the cracks.
- Leadership commitments are followed through to completion.
- Our internal systems accurately reflect what is happening in the business.Most importantly, the team should be able to trust that when you take responsibility for something, it will be followed through until it is truly finished.
Pay: $17.00 - $21.00 per hour
Work Location: In person
