Regional Administrative Coordinator

Kanawha Scales & Systems, LLC.; Birmingham (AL); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical insurance through Highmark

FSA & HSA options

Dental and Vision insurance

Short-Term & Long-Term Disability

Life and AD&D insurance

401(k) with company match

Paid Time Off (PTO) 80 hours

Job summary

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

The position requires a High School Diploma or equivalent and prior experience in administrative/operational support, invoicing, and Excel. Travel up to 20% within the region is expected. Competitive compensation with benefits is provided.

Qualifications

• High School Diploma or equivalent.
• Experience in administrative, office coordination, service coordination, accounting, dispatch, or operations support.
• Experience with invoicing and/or accounts payable is required.
• Strong Excel skills and general proficiency with Microsoft Office.
• Ability to travel throughout the assigned region as needed.
• Ability to pass a drug test and background check.

Responsibilities

• Provide administrative and operational support across assigned 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 phone 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 ticket, 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.

Skills

Administrative support

Service coordination

Accounts payable

Invoicing

Excel

Microsoft Office

Time management

Independent work

Travel readiness

Education

High School Diploma or equivalent

Tools

ERP systems

CRM systems

Accounting software

Job description

Regional Administrative Coordinator

Kanawha Scales & Systems, LLC is seeking a Regional Administrative Coordinator to support our regional operations. This position is a versatile administrative and operational role that combines service coordination, invoicing, accounts payable, office administration, and regional support.

Location

There is currently one opening for this position, with the potential to be based in Charlotte, NC, Memphis, TN, or Birmingham, AL. The final hiring location will be determined based on business needs and the selected candidate.

Duties & 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 phone 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 ticket, 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

Qualifications & Education

• High School Diploma or equivalent
• Previous experience in an administrative, office coordination, service coordination, accounting, dispatch, or operations support role
• Previous experience with invoicing and/or accounts payable is required
• Strong attention to detail and accuracy, particularly when working with financial and service documentation
• Strong Excel skills and general proficiency with Microsoft Office
• Proven initiative and positive attitude
• Highly dependable and reliable
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment
• Ability to work independently while also collaborating with branch and regional teams
• Strong organizational and time-management skills
• Ability to travel throughout the assigned region as needed
• Ability to pass a drug test and background check

Preferred Skills

• Strong customer service skills
• Excellent verbal and written communication skills
• Strong multitasking and problem-solving abilities
• Experience working with ERP, CRM, accounting, or service management systems
• Ability to quickly learn new software, systems, and processes

Position Type & Schedule

• Full-time position
• Monday through Friday
• Work schedule will fall within normal business hours, which may vary slightly by location
• Some travel throughout the assigned region may be required, generally 20% or less

Compensation

• $24.00–$28.00 per hour, based on experience and qualifications

Physical Requirements

While performing the duties of this position, the employee is frequently required to sit, talk, and hear; use hands to finger, grasp, handle, or operate tools and equipment. The employee may occasionally be required to stand, walk, reach, balance, stoop, kneel, crouch, and lift, push, or pull objects up to 50 pounds. Specific vision abilities include close vision and the ability to adjust focus.

Benefits

• Medical insurance through Highmark
• FSA & HSA healthcare options
• Dental and Vision insurance
• Short-Term & Long-Term Disability
• Basic & Voluntary Life and AD&D insurance
• Critical Illness, Accident, and Hospital Indemnity plans
• 401(k) with 4% company match
• 80 hours of Paid Time Off (PTO)
• Company-provided PPE

Additional Information

This job description is not intended to cover all duties, responsibilities, or activities required of the employee. Responsibilities may change at any time with or without notice.

Proof of authorization to work lawfully in the United States is required.

Kanawha Scales & Systems is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status

Salary Description

$24/hr - $28/hr