Scheduling Coordinator | Customer Service & Accounts Receivable Specialist

Scheduling Coordinator | Customer Service & Accounts Receivable Specialist

SIGNING BONUS OF $1,000 FOR THE RIGHT CANDIDATE!

Are you a highly organized, detail-oriented professional with exceptional customer service skills? Join United Service Specialists, a family-owned and operated plumbing, heating, and air conditioning company, as a Scheduling Coordinator! We are looking for a reliable and motivated individual who thrives in a fast-paced environment, efficiently manages technician schedules, and assists with accounts receivable/payable.

As we continue to grow, we are excited to expand into Frederick, MD, and are seeking a full-time Office and Scheduling Manager for our brand-new location. If you're looking for an opportunity to grow with a trusted company, we'd love to hear from you!

We are a rapidly growing small business seeking a dedicated individual who wants to grow with us. For the right candidate, this role offers the potential to advance into an Office Manager position.

Please note: technology involves a large aspect of this role as all scheduling is done via our CRM software, ServiceTitan. It is not a requirement to have experience using our CRM software, but we are looking for a candidate who is eager to learn and is a fast learner.

Key Responsibilities:

• Interact with clients, vendors and company employees at various levels.
• Answer inbound calls, emails or text messages
• Schedule and coordinate service appointments for technicians to visit job sites using CRM software
• Communicate with customers to confirm appointments and provide updates
• Prioritize and assign jobs based on technician availability and urgency
• Maintain an organized dispatch schedule to optimize efficiency
• Provide top-notch customer service and resolve scheduling conflicts
• Oversee with accounting processes, including invoicing, payment processing, and follow-ups
• Ensure accurate record-keeping of customer accounts and job details
• Collaborate with management and field technicians to support daily operations
• Handle administrative tasks such as data entry, email correspondence, and phone inquiries
• Register equipment and complete warranty information for installations
• Monitor accounts to ensure timely payments
• Follow up on overdue invoices and send payment reminders
• Process incoming payments (checks, bank transfers, credit card payments)
• Reconcile customer accounts and resolve discrepancies
• Maintain accurate records of all transactions
• Prepare and send account statements
• Report on accounts receivable status to management

Qualifications:

• Previous experience in scheduling, dispatching, or administrative coordination (preferably in a service-based industry)
• Strong customer service and communication skills
• Proactive during idle time! We want someone who will always look for ways to improve operations without being asked
• Proficiency in time management, organization, and multitasking
• Experience in accounting/bookkeeping (including managing accounts receivable)
• Comfortable working with QuickBooks or other accounting software (preferred)
• Ability to problem-solve and work under pressure in a fast-paced environment
• Proficient in Microsoft Office (Word, Excel, Outlook) and scheduling software
• Must be punctual and reliable.
• Knowledge of the HVAC & Plumbing service industry is a plus or a desire to learn.

Why Join Us?

• Family-Owned & Operated – Join a close-knit, supportive team
• Competitive Pay & Benefits (based on experience)
• Opportunities for Growth within the company
• Positive Work Environment where your skills and contributions are valued

Benefits:

• Health Insurance
• Dental Insurance
• Paid time off
• 401(k) matching if applicable

Schedule:

• Monday to Friday - 8am - 5pm

If you’re an organized professional who enjoys coordinating schedules, working with customers, and handling bookkeeping tasks, we’d love to hear from you!

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Do you have experience working in a mechanical or plumbing contracting office? (not required but is a plus)
• Are you skilled at managing multiple tasks simultaneously?

Experience:

• Customer service: 1 year (Required)

Ability to Commute:

• Adamstown, MD 21710 (Required)

Ability to Relocate:

• Adamstown, MD 21710: Relocate before starting work (Required)

Work Location: In person

Salary : $65,000 - $75,000