MEP Service Coordinator

Crete United; Indianapolis (IN); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical

Vision

401K w/ company match

Vacation / PTO / holiday pay

Great work culture

Job summary

Ellis Mechanical is seeking an organized Office Coordinator to support service operations, accounting processes, and daily administrative tasks in our Indianapolis location. You will be a key contact for customers, technicians, and staff, ensuring smooth communication, accurate invoicing, and efficient office operations.

You will handle service work orders, customer accounts, POs, and correspondence, while supporting field teams and management on special projects.

Qualifications

• Previous administrative, office coordination, customer service, or accounts receivable experience preferred.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication and customer service skills.
• Proficiency with Microsoft Office Suite and general office software.
• Experience with BuildOps or service management software is a plus.

Responsibilities

• Serve as the second line of customer support for incoming service requests.
• Receive and process service calls in a professional and timely manner.
• Create and manage service work orders.
• Set up new customer accounts and maintain accurate records.
• Assist field employees with purchase order requests and documentation.
• Review and process invoices; monitor outstanding receivables for timely collections.
• Open, distribute, and organize mail; enter and track purchase orders.
• Coordinate BuildOps system issues and provide administrative support for events.

Skills

Office coordination

Customer service

Accounts receivable

Organization

Communication

Microsoft Office

BuildOps (experience)

Tools

BuildOps

Job description

Ellis
2929 Bluff Road
Indianapolis, IN 46225, USA

Ellis
2929 Bluff Road
Indianapolis, IN 46225, USA

Ellis Mechanical is seeking a highly organized and customer-focused Office Coordinator to support our service operations, accounting processes, and day-to-day administrative functions. This role serves as a key point of contact for customers, technicians, and office staff, helping ensure smooth communication, accurate invoicing, and efficient office operations.

Key Responsibilities

• Serve as the second line of customer support for incoming service requests.
• Receive and process service calls in a professional and timely manner.
• Create and manage service work orders.
• Set up new customer accounts and maintain accurate records.
• Assist field employees with purchase order requests and documentation.

Accounts Receivable – Service Division

• Review and ensure service work orders are complete and ready for billing.
• Generate and process invoices for service work and preventative maintenance agreements.
• Submit invoices to customers accurately and on time.
• Monitor and follow up on outstanding receivables to support timely collections

Administrative Support

• Open, distribute, and organize incoming mail.
• Enter and track customer purchase orders.
• Manage front office deliveries and visitors.
• Process employment applications and collect required documentation, including driver's licenses.
• Match receipts to company credit card statements and assist with monthly reconciliations.
• Order and maintain office supplies and inventory.

Special Projects & Team Support

• Assist service technicians with BuildOps system issues and administrative support.
• Coordinate company events, employee activities, and office functions.
• Provide additional administrative support to management and operations teams as needed.

Qualifications

• Previous administrative, office coordination, customer service, or accounts receivable experience preferred.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication and customer service skills.
• Proficiency with Microsoft Office Suite and general office software.
• Experience with BuildOps or service management software is a plus.
• Ability to work independently while supporting a collaborative team environment.

Why Join Ellis Mechanical?

• Stable and growing mechanical contractor with a strong reputation in the Indianapolis market.
• Team-oriented culture with opportunities for growth and development.
• Competitive compensation and benefits package.
• Opportunity to play a vital role in supporting both customers and field operations.
• Medical
• Vision
• 401K w/ company match
• Vacation / PTO / holiday pay
• Great work culture and room for advancement

Check this video out to learn more about Ellis Mechanical (a Crete United Company)

Ellis Mechanical (a Crete United Company) is an equal opportunity employer, considering all applicants for employment regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, sexual orientation, genetic information, or any other characteristic protected by state or federal law.

Qualifications

Skills

Behaviors

:

Motivations

:

Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.