Invoicing Assistant / Service Admin Coordinator

  • Full-Time
  • Remote
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Job Description:

Company Overview

The Company supports a businesses with service and repair needs for food processing, packaging, and related equipment. The company works with field technicians who visit customer locations, complete repairs, and submit job notes that need to be reviewed, organized, and invoiced accurately.

Job Summary

We are looking for a detail-oriented Invoicing Assistant / Service Admin Coordinator to support daily back-office operations for a busy equipment service company.

This role will start with reviewing technician notes, preparing invoices, updating job records, and keeping customer information organized. Over time, the position may expand into parts research, parts ordering, and service coordination support.

Key Responsibilities

  • Review technician notes and job details
  • Prepare accurate invoice details based on completed service work
  • Create and update invoices in QuickBooks or similar software
  • Maintain customer, job, and service records in the CRM
  • Clarify missing or unclear information with technicians when needed
  • Track completed jobs and make sure invoicing is handled on time
  • Keep records organized in Google Sheets, Excel, and related systems
  • Support basic service coordination and scheduling as the role grows
  • Assist with parts research and ordering over time

Requirements

  • Strong attention to detail
  • Good English communication skills
  • Experience with invoicing, admin support, data entry, or service coordination
  • Comfortable using QuickBooks, CRM systems, Google Sheets, and Excel
  • Able to review notes and turn them into clear, accurate billing information
  • Organized, reliable, and able to follow up independently
  • Available full-time during Eastern Time business hours

Nice to Have

  • Experience working with technician notes or service-based businesses
  • Background in HVAC, mechanical service, equipment repair, food processing, packaging equipment, or similar industries
  • Experience with parts research, parts ordering, or equipment manuals

Work Setup

  • Remote
  • Full-time
  • Eastern Time schedule required

Ideal Candidate

The ideal candidate is organized, accurate, and comfortable working with service job details. They do not need to be a technician, but they should be able to follow technician notes carefully, ask questions when something is unclear, and make sure invoices and job records are completed correctly.