Customer coordinator

Job Title: Customer Coordinator

Reports To: Accounts Receivable (AR) Manager

Position Summary

The Customer Coordinator plays a critical role in supporting billing and collections processes by ensuring the accurate creation, verification, and management of work orders, purchase orders, and related account information. This position works closely with Operations and the Accounts Receivable team to validate details, resolve discrepancies, and maintain precise billing records. Additionally, the Customer Coordinator supports collection efforts and prepares reports that help strengthen customer relationships and reduce Days Sales Outstanding (DSO).

Key ResponsibilitiesWork Order Management (Designated Divisions)

Ensure accurate and timely billing by managing the work order lifecycle from initiation through final verification. The Customer Coordinator creates work order shells in the Harvest WS system for Account Managers to complete, ensuring all required documentation is properly attached. Once finalized, the Coordinator reviews each work order for completeness, accuracy, and compliance with contract terms. This includes generating purchase orders for billable work and collaborating with Operations and Finance to resolve any discrepancies. Through consistent follow-up and clear communication, the Coordinator ensures invoices are processed accurately and on schedule.

Responsibilities include:

• Respond promptly to incoming customer work order requests.
• Create work orders accurately and within required timelines.
• Generate proposals as needed.
• Create purchase orders for billable work.
• Verify work order details by coordinating with Operations and Management to confirm pricing, scope, and supporting documentation.
• Track open work orders and follow up with internal teams to ensure timely completion.
• Provide regular status updates to the AR Manager and Director of Finance.
• Maintain professional and timely communication with customers via email and phone.
• Create plant credits as directed by Operations.

Collections (Designated Divisions)

Support timely invoice payments while maintaining positive, professional relationships with Property Managers (PMs) and HOA Boards. Collection activities require strong communication skills, attention to detail, and adaptability, as each customer situation may differ.

Responsibilities include:

• Monitor Aged Receivables Reports for assigned divisions and escalate discrepancies or concerns to the AR Manager.
• Conduct customer outreach to follow up on outstanding invoices, with a focus on balances 1–60 days past due.
• Prepare AR reports, including aging summaries and invoice status updates.
• Maintain the Monthly Maintenance Report for accounts with multiple past-due invoices; generate reports for Regional and Branch Managers and escalate unresolved issues to the AR Manager.
• Prepare reports for the AR Manager and participate in weekly AR review meetings and bi-weekly division meetings.
• Partner with the AR Manager to optimize and streamline AR and billing processes for assigned divisions.
• Maintain consistent communication with customers via email and phone.

Harvest Communication Flow (Companywide)

• Internal Communication: Conducted through account-designated Google Space Chats involving senior leadership, Operations, Sales, and AR Coordinators. This collaborative approach ensures timely issue resolution and supports strong customer relationships.
• External Communication: All customer correspondence is documented within the Harvest WS System account notes to maintain accurate, consistent records of all interactions.

Job Type: Full-time

Pay: $13, $20,000.00 per month

Work Location: Remote