Administrative & Operations Coordinator

BUSINESS ADMINISTRATION \& GROWTH ASSISTANT **Terry Tech Mechanical Services** Position Overview Terry Tech Mechanical Services is seeking a motivated, organized, professional, and proactive individual to support the company's daily business operations, administration, customer service, and continued growth. This is **more than a receptionist position**. The person in this role will play an important part in keeping Terry Tech organized and operating efficiently. Responsibilities will include answering phone calls, managing the Terry Tech business email, organizing customer information, coordinating with technicians, preparing invoices, researching and ordering parts, writing and preparing contracts for new business, managing company vehicle registrations, assisting with marketing, and helping identify new business opportunities. The ideal candidate will be someone who takes initiative, stays organized, communicates professionally, and is willing to take responsibility for multiple areas of the business. Primary ResponsibilitiesOffice Administration \& Daily Operations * Answer incoming phone calls professionally and assist customers with their questions and requests. * Manage the Terry Tech Mechanical Services business email. * Respond to customers, vendors, suppliers, technicians, and business contacts in a professional and timely manner. * Organize work orders, service records, customer information, paperwork, contracts, and other company documents. * Process completed technician paperwork and assist with preparing and sending invoices. * Assist with QuickBooks, billing records, estimates, and proposals. * Assist with scheduling and coordinating service calls. * Follow up on open work orders, customer requests, estimates, invoices, and paperwork. * Help keep the office and administrative side of the business organized and running smoothly. Customer \& Contact Database Management * Create and maintain an organized spreadsheet or database containing all Terry Tech customers and business contacts. * Maintain accurate customer names, company names, phone numbers, email addresses, addresses, and other important contact information. * Keep customer and vendor information updated. * Add new customers, potential customers, vendors, suppliers, property managers, and other business contacts to the database. * Organize contact information so it can be easily searched and accessed when needed. * Maintain a useful customer database for future communication, marketing, follow\-up, and business development. * Keep records organized so Terry Tech can easily identify existing customers and potential new customers. Parts Research \& Ordering * Research and identify the correct parts needed for service and repair work. * Look up parts using equipment model numbers, serial numbers, manufacturer information, parts diagrams, catalogs, and supplier resources. * Research parts availability, pricing, specifications, and lead times. * Order parts and supplie