Regional Administrative Coordinator

Posted 2 days ago

kanawha scales systemsMemphis (TN)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Office Administrative Services

SENIORITY

Mid

SALARY

$28.00 per hour

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About the role

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. 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. The Regional Administrative Coordinator will serve as a key resource for branch and service teams across the region, helping maintain consistent administrative and service operations. This individual will provide regional coverage during staffing gaps, employee absences, or periods of increased workload while also supporting day-to-day administrative and accounting functions. This opportunity is well suited for someone with experience as a Service Coordinator, Office Coordinator, Office Manager, Administrative Specialist, Accounting Clerk, Dispatcher, or similar administrative/operations role who enjoys a varied position and working with multiple teams. Some travel throughout the assigned region may be required, generally 20% or less.

Duties & Responsibilities include:

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

Requirements:

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 OfficeProven 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 FridayWork 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: KSS offers a competitive benefits package, including:

Medical insurance through HighmarkFSA & 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 match80 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.

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