Office Admin & Service Coordinar

We are seeking a highly organized and professional Office Administrator / Service Coordinator to join our growing air duct & dryer vent cleaning company. This role is vital to daily operations and supports scheduling coordination, administrative workflows, and professional customer service.

The Office Administrator / Service Coordinator serves as a key point of contact for customers, helping educate them on our services, set clear expectations, and coordinate service appointments. This position also prepares and sends invoices to customers, tracks payment status, and ensures accurate job close-out. The role works closely with the field technician team and management to communicate job details, coordinate daily schedules, and ensure services are completed, documented, and billed accurately.

The ideal candidate is excellent at multitasking, a quick learner, and comfortable working in a fast-paced service environment. Strong communication skills, attention to detail, and consistent follow-through are essential for success in this role.

Hours:
8:30 AM – 2:30 PM, or 9-3pm Monday–Friday (30 hours per week)

Duties & Responsibilities.

Answer inbound calls, texts, and emails while communicating professionally with customers
Educate customers on services, scheduling, and service expectations
Schedule service appointments and manage calendars efficiently
Communicate appointment details, arrival windows, and service expectations
Coordinate daily schedules with field technicians and relay updates or changes as needed
Maintain accurate client and job records in company software systems
Prepare, send, and track customer invoices based on completed work
Process customer payments and document payment status
Track technician work hours and submit verified hours to management for payroll processing
Track and document technician reimbursement requests and submit to management
Review technician notes and job documentation for completeness
Support onboarding tasks and administrative setup for new hires
Maintain organized digital records, templates, and internal documentation
Order office supplies and support general office organization
Assist management with administrative and operational support as needed
Requirements

Prior experience in office administration, service coordination, or clerical support
Strong organizational skills with the ability to manage multiple priorities efficiently
Excellent verbal and written communication skills
Typing proficiency of at least 35 words per minute (WPM) with accuracy
Ability to handle confidential information discreetly and professionally
Reliable, proactive, and able to learn new systems and processes quickly
Preferred (Not Required)

Experience with timekeeping, and Inventory management
Familiarity with home services or field service environments
Why Work With Colorado Duct Doctors

Predictable, part-time schedule (30 hours/week) that supports work–life balance
Company-issued cell phone so you’re not using your personal device for work
Flexible shift options within the scheduled hours when life happens
Paid, structured training so you feel confident in the role and can succeed quickly
90-day performance bonus opportunities for strong reliability, accuracy, and follow-through
Clear opportunities for pay growth and expanded responsibilities as the company grows
Supportive, team-oriented environment where your work is noticed and appreciated
Stability and visibility that come with working for a small, growing local company, not a corporate call center
Our Mission - What we do & Why it Matters

Colorado Duct Doctors is a locally owned air duct & dryer vent cleaning company dedicated to improving indoor air quality for families in our community. We help homeowners breathe cleaner, healthier air by professionally cleaning ventilation systems, identifying airflow issues, and educating customers on the products they use in their homes—such as air filters, cleaning products, and maintenance practices—that directly impact indoor air quality.

We place a strong emphasis on air filter ratings, proper filter selection, and correct usage, helping customers understand how the right filter choices can improve airflow, reduce airborne contaminants, and support a healthier indoor environment.

In addition to cleaning services, we also offer whole-home air purification systems for customers who want a more comprehensive solution for improving indoor air quality. These systems work alongside the home’s HVAC system to help reduce airborne pollutants, allergens, and odors throughout the entire home.

Our work improves comfort, system efficiency, and safety—including reducing fire risks associated with clogged dryer vents. Every service we provide makes a meaningful difference in the air quality and overall health of the homes we serve.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 25 – 30 per week

Benefits:

Employee discount
Parental leave
Professional development assistance
People with a criminal record are encouraged to apply

Application Question(s):

Are you available to work Monday–Friday from 8:30 AM–2:30 PM or 9am-3pm (30 hours per week)?
How much relevant administrative or service coordination experience do you have?
☐ Less than 1 year

☐ 1–2 years

☐ 2–4 years

☐ 5+ years

This role requires managing scheduling, customer communication, and administrative tasks at the same time. Describe a past role where you handled multiple priorities at once? Please explain
Are you able to type at least 35 WPM (words per minute) Accurately? Please answer (Yes or No). If unsure - you can go to typingtest.com and take a 2-minute typing test - select medium skill - and proceed to test to get the results. It will tell you the average words per minute speed.
Experience:

Administrative: 1 year (Required)
Shift availability:

Day Shift (Required)
Work Location: In person