Office & Scheduling Coordinator

Summit Fire & Security; Richmond (VA); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Summit Fire & Security in Richmond, VA is seeking an Office Manager to deliver exceptional customer service to internal and external clients. You will greet visitors, answer phones, respond to emails, and route inquiries to the correct departments.

The role supports Billing, HR, and Operations by coordinating schedules, processing COIs, managing mail, and maintaining office systems. A strong multi-tasker with 4 years of service experience and proficiency in MS Office is ideal.

Qualifications

• High school diploma or GED, and/or equivalent experience; required
• Associates or bachelor’s degree in business management, preferred
• 4 years customer service, required
• 4 years professional computer skills (typing 45 WPM, MS Word, Excel, Outlook), required
• 2 years scheduling experience, preferred
• 2 years supervisory experience, required
• Must read/write/communicate in English
• CORRIGO, Salesforce, ORACLE or similar ERP experience, preferred
• Valid driver’s license with acceptable driving record

Responsibilities

• Welcome and greet all visitors, determine their needs, and direct them to the correct department(s).
• Disperse all faxes.
• Work with Billing, Accounting, and other front-end Administration to communicate COD accounts, on-hold accounts, and other pertinent information internally as well as to the field personnel.
• Assist Human Resources with on-site protocol, including sending payroll before the deadline each pay cycle and preparing New Hire materials.
• Utilize organization systems as the local SME and support team members.
• Process COI and additional insured requests per company policies.
• Process all incoming and outgoing mail and manage shipments.
• Track and order office supplies and coordinate with Corporate for approvals.
• Process customer payments and perform collections as assigned.
• Maintain office cleanliness.
• Process daily open work order reports and coordinate technicians’ schedules.
• Manage master schedule including all technicians’ schedules and work orders for immediate review.
• Resolve scheduling conflicts and update account details as needed.

Skills

Customer service

Typing 45 WPM

MS Word

MS Excel

MS Outlook

Scheduling

Supervisory experience

Education

High school diploma or GED

Associates or bachelor’s in business management

Tools

CORRIGO

Salesforce

ORACLE or ERP

Job description

Summit Fire & Security in Richmond, VA is seeking an Office Manager to deliver exceptional customer service to internal and external clients. You will greet visitors, answer phones, respond to emails, and route inquiries to the correct departments.

The role supports Billing, HR, and Operations by coordinating schedules, processing COIs, managing mail, and maintaining office systems. A strong multi-tasker with 4 years of service experience and proficiency in MS Office is ideal.