Office Coordinator Job at Robert Half (White Plains)

Office Coordinator

Robert Half

Location:
United States , White Plains

Category:
Office Administration

Contract Type:
Employment contract, Contract work

Salary:

Not provided

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Job Description:

Seeking a highly organized and detail-oriented Office Coordinator to support daily operations out of our White Plains, NY location. This role is essential to ensuring smooth service operations by coordinating technician scheduling, supporting administrative and accounting functions, and maintaining accurate job and customer records. The ideal candidate thrives in a fast-paced environment, has strong communication skills, and brings prior experience in a service-based industry (preferred).

Job Responsibility:

Schedule and coordinate technician dispatch for service calls and projects
Create and process purchase orders accurately and in a timely manner
Perform accounts payable functions, including invoice processing and reconciliation
Review, confirm, and approve technicians’ daily timesheets for accuracy and completeness
Process invoices and manage billing for open and in-progress job tickets
Add inventory and materials to job tickets to ensure accurate costing and billing
Assist in preparing and organizing customer quotes and proposals
Answer and direct incoming calls in a professional manner
Maintain communication with customers regarding scheduling, updates, and service needs
Sort and distribute incoming mail and correspondence
Follow up on open invoices and assist with collections as needed
Maintain organized records of job tickets, transactions, and customer communications
Support daily operational needs to ensure efficient workflow across departments

Requirements:

Minimum of 2 years of administrative or service coordination experience
service industry experience strongly preferred
Knowledge of purchase orders, invoicing, billing, and accounts payable processes
Experience reviewing timesheets or payroll-related documentation is a plus
Strong organizational skills with exceptional attention to detail
Ability to multitask, prioritize, and adapt in a fast-paced environment
Excellent communication and customer service skills
Strong relationship management skills with the ability to interact professionally across all levels
Proficiency in Microsoft Office (Word, Excel, Outlook, Teams)
experience with service management software is a plus
Reliable, proactive, and team-oriented
Bilingual in Spanish and English is preferred
Must be local to White Plains, NY or within a reasonable commuting distance
Ability to work full-time, onsite

Nice to have:

Experience reviewing timesheets or payroll-related documentation
experience with service management software
Bilingual in Spanish and English

What we offer:

Highly competitive base pay
Comprehensive Medical, Dental, Vision, and Disability benefits
401(k) retirement savings program with company match
Paid Time Off (PTO) and Sick Time
Life Insurance
Referral Program
A culture that values growth, development, and internal promotion

Additional Information:

Job Posted:
May 13, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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