Regional Admin, Service & Billing Coordinator

KANAWHA SCALES & SYSTEMS LLC; Charlotte (NC); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

FSA & HSA options

Dental and Vision insurance

Disability insurance

Life and AD&D insurance

Critical Illness & Hospital Indemnity

401(k) with company match

80 hours PTO

PPE provided

Job summary

Kanawha Scales & Systems, LLC is seeking a Regional Administrative Coordinator to support our regional operations. This role blends service coordination, invoicing, accounts payable, and office administration across multiple locations.

The position may be based in Charlotte, NC, Memphis, TN, or Birmingham, AL, with final location determined by business needs. Occasional travel (≈20%) is required within the region.

Qualifications

• High School Diploma or equivalent.
• Previous administrative/office coordination, service coordination, accounting, dispatch, or operations support experience.
• Invoicing and/or accounts payable experience required.
• Strong attention to detail with financial/documents.
• Strong Excel and Microsoft Office skills.

Responsibilities

• Provide administrative and operational support across assigned KSS locations and regional operations.
• Serve as a regional resource for Service Coordinators and branch administrative teams.
• Provide service coordination coverage during staffing gaps, employee absences, or periods of increased workload.
• Field incoming service-related calls and assist with scheduling technicians and service activities.
• Coordinate service work, preventative maintenance contracts, and call-out schedules as needed.
• Provide customers with friendly, professional, and responsive support.
• Ensure accurate job tickets, pricing, customer, and service information for timely invoicing.
• Prepare, process, and maintain accurate customer invoices.
• Assist with accounts payable functions, including processing, coding, matching, and maintaining vendor invoices and records.
• Assist with accounts receivable and other accounting-related administrative functions as needed.
• Assist with purchase orders, expense reports, and other administrative processes.
• Order parts and supplies and assist with shipping and receiving activities.
• Maintain accurate branch and regional records, documentation, and files.
• Maintain and update ISO documentation, vehicle maintenance records, training records, and other operational documentation.
• Communicate with branch leadership, Service Managers, technicians, customers, vendors, and corporate departments.
• Provide administrative support to branch locations throughout the assigned region.
• Assist with special projects and other administrative or operational duties as assigned.
• Travel to KSS locations within the assigned region as needed, generally 20% or less.

Skills

Organizational skills

Communication skills

Attention to detail

Ability to multitask

Team collaboration

Education

High School Diploma or equivalent

Tools

Microsoft Excel

ERP systems

CRM systems

Job description

Kanawha Scales & Systems, LLC is seeking a Regional Administrative Coordinator to support our regional operations. This role blends service coordination, invoicing, accounts payable, and office administration across multiple locations.

The position may be based in Charlotte, NC, Memphis, TN, or Birmingham, AL, with final location determined by business needs. Occasional travel (≈20%) is required within the region.