Commercial Department Coordinator

About the role

You will own the coordination of field operations in Olathe, KS, ensuring that scheduling, material flow, and administrative execution remain synchronized with customer commitments. This role owns the interface between the dispatch function and the field technicians, driving accuracy in work orders and ticket integrity. You will manage the end to end lifecycle of service jobs from initial scheduling through final documentation and closure. You will safeguard cash handling processes by ensuring COD collections are validated before job completion. You will partner with the estimating team to translate service requirements into accurate quotes and timely approvals. You will analyze departmental metrics and reports to identify gaps and drive improvements in on time performance and customer satisfaction. You will act as a technical liaison helping field staff with troubleshooting and problem solving when issues arise on site. You will maintain organized service tickets so that service dates, materials, and billing documentation are always current and accessible.

Key facts

What you'll do

Scheduling technicians to customer job sites and collecting, finalizing and submitting job details for processing.

Ensuring customer COD payments are collected prior to job completion to protect company cash flow.

Continually ensuring technicians' schedules are cleared of completed job tickets and that open job tickets are assigned to correct technicians for materials ordered, billing and voided tickets.

Running, reviewing, and managing department reports to verify that the department is meeting customer expectations and contractual commitments.

Assisting with billing paperwork and ensuring all customer billing document requirements are satisfied accurately and on time.

Creating and maintaining service tickets to guarantee that service dates are tracked, updated, and communicated internally and externally.

Working with the estimating team to provide service quotes when required, aligning scope, pricing, and customer expectations.

Assisting field technicians with technical and mechanical troubleshooting and problem solving to reduce repeat visits and improve first time fix.

Providing accurate work orders and picking lists to the warehouse team to support timely inventory pulling and order fulfillment.

Supporting the billing team by reconciling documentation and resolving discrepancies that could delay customer invoicing.

Communicating proactively with internal stakeholders to resolve constraints, remove roadblocks, and keep the workflow smooth.

Performing other responsibilities as assigned by management to support operational needs and strategic initiatives.

Maintaining compliance with company policies, safety standards, and documentation protocols in every interaction.

Using data from reports to recommend process refinements that enhance efficiency, accuracy, and customer experience.

Requirements

Experience using Microsoft Office Suite including word processing, spreadsheets, and presentation tools.

Prior experience in a dispatch or high volume administration field is preferred and considered a strong advantage.

Exceptional communication skills with a demonstrated focus on customer service and stakeholder satisfaction.

Strong time management capabilities with the ability to organize multiple tasks, prioritize effectively, and manage competing deadlines.

Professional demeanor when representing the company in phone, email, and in person interactions with customers and team members.

Ability to maintain composure and accuracy during peak periods when ticket volumes and coordination demands are high.

Willingness to follow established procedures and controls for handling cash, billing, and sensitive job information.

Commitment to completing employment verifications, background checks, drug screens, and driving record reviews if required, as a condition of hire.

Nice to have

Previous experience in the door, dock, or security products industry.

Familiarity with service billing and quote preparation for commercial and industrial customers.

Knowledge of distribution center operations or warehouse processes.

Experience with CRM or dispatch software platforms.

Understanding of 401k, HSA, FSA, and voluntary benefits programs.

Practical notes

This is a full time position based in Olathe, KS.

No specific hours, travel, visa, or application deadline is stated in the source material.