Accounting Office Coordinator

Position Summary

Molo Companies is seeking a highly organized and detail oriented Accounting Office Coordinator to support the daily operations of our Heating & Plumbing service department while managing billing and administrative functions. This role serves as the primary point of contact for customers, technicians, vendors, and internal teams, ensuring efficient scheduling, accurate invoicing, and exceptional customer service.

The ideal candidate will possess strong organizational skills, accounting aptitude, and the ability to thrive in a fast paced environment. This position combines office coordination, dispatching, customer service, billing, and financial recordkeeping responsibilities into one dynamic role.

Key Responsibilities

Billing & Accounting

• Verify service tickets and work orders for billing accuracy.
• Prepare and process invoices for services rendered, parts used, and maintenance agreements.
• Post billing information and maintain detailed financial records.
• Review billing data and resolve discrepancies.
• Process purchase orders, customer invoices, credits, and supporting documentation.
• Assist with bookkeeping and recordkeeping activities.
• Maintain organized records of invoices, payments, and customer accounts.
• Respond to customer billing inquiries and provide account support.
• Communicate with customers regarding outstanding invoices and account information.
• Support month-end reporting and accounting processes as needed.
• Maintain and update pricing schedules, service rates, and billing procedures.
• Assist in billing wholesale fuel deliveries by entering delivery ticket information, verifying quantities, and generating accurate customer invoices.
• Coordinate with drivers and dispatch to ensure all deliveries are recorded and billed accurately in a timely manner.
• Research and respond to customer inquiries regarding wholesale fuel invoices, pricing, taxes, and delivery history.

Operations & Customer Service

• Answer and manage incoming calls, emails, and customer inquiries.
• Schedule service calls, maintenance visits, inspections, and installations.
• Dispatch Heating & Plumbing technicians based on workload, urgency, and geographic location.
• Coordinate technician schedules to ensure timely completion of work orders.
• Communicate with customers regarding appointments, service updates, and follow-up needs.
• Assist with resolving customer concerns or service related issues in a professional manner.
• Maintain accurate customer records, service agreements, and work order documentation.
• Coordinate with vendors and suppliers for parts, equipment, and inventory needs.
• Monitor inventory levels and assist with procurement activities.
• Provide administrative support to service management and field personnel.

Qualifications

Education

• Bachelors Degree in Accounting, Business Administration, or related field preferred.

Experience

• Experience in office administration, dispatching, customer service, billing, bookkeeping, or a related role.

Technical Skills

• Proficient in Microsoft Office Suite, especially Excel and Outlook.
• Strong data entry and recordkeeping skills.

Benefits

• Competitive salary
• Health insurance
• Retirement savings plan options
• Paid time off
• Professional development opportunities
• Long term career growth within Molo Companies