Job Description

Ideal Candidate Summary

The ideal candidate is a calm, capable multitasker who thrives in a structured but fast-moving environment. They balance administrative precision with genuine professionalism, ensuring that every inspection, report, and client interaction reflects the integrity and excellence of The Chimney Doctor brand. Experience in office management, QuickBooks, or customer service within a professional trade, construction, or inspection-based company is highly preferred.

Position Overview

The Office Operations Coordinator is the communication and administrative hub of The Chimney Doctor. This person ensures the smooth operation of scheduling, invoicing, customer communication, and financial coordination between the field and the office. Working in partnership with ownership and field leadership, they manage the flow of information from client inquiry to completed report, ensuring each client experience meets the company's high standards for professionalism, accuracy, and care.

This role requires calm precision, strong follow-through, and the ability to organize multiple moving parts while supporting a team of field technicians who operate in Colorado's most exclusive residential markets.

CORE RESPONSIBILITIES

Scheduling & Client Communication

Serve as the primary point of contact for client scheduling and coordination. Confirm inspection and repair appointments, route adjustments, and schedule changes. Monitor voicemails, emails, and text channels for scheduling updates or cancellations. Fill open or same-day appointment slots efficiently while protecting technician workload. Make next-day confirmation and reminder calls (including weekend reminders when necessary). Maintain the "Need to Schedule" list and follow through on unscheduled estimates or follow-ups. Manage limited availability for Tier 2 clients while prioritizing Tier 1 market requests.

Invoicing & Accounts Receivable

Create invoices in QuickBooks Online (QBO), attach inspection reports, and send to clients. Apply incoming payments, mail checks, and digital deposits accurately to the correct invoice. Monitor accounts receivable (AR), call overdue accounts, and coordinate structured payment plans. Prepare and record bank deposits. Support collections efforts in alignment with company policy (including TSI submissions as needed).

Estimate Coordination & Project Support

Track open estimates, accepted proposals, and deposit collection. Coordinate with field staff and vendors on part orders and job folder creation. Apply for and manage building permits; track permit status to closeout. Maintain and update the estimates and jobs-in-progress spreadsheet. Follow up on pending proposals and communicate professionally with clients about next steps.

General Office Operations

Check and distribute mail daily; ensure timely processing of payments and correspondence. Maintain office supplies and ensure readiness for daily operations. Prep to take over management of payroll and reporting tasks, including tracking efficiency/time on site. Manage benefits, workmans compensation reporting/payments, and insurance audit spreadsheet/tracking maintenance. Maintain discretion with all financial, client, and personnel information.

Required Skills & Competencies

Administrative Precision

: Organizational Mastery, Tracks dozens of moving details with accuracy and accountability.

Technical Competence

:QuickBooks Online, ServicePal, Google Workspace, Confidently navigates digital systems for invoicing, scheduling, and communication.

Communication

: Professional Phone & Email Demeanor, Represents the brand with warmth, clarity, and confidence in every interaction.

Financial Literacy

: Accounts Receivable & Deposits, Understands how to process invoices, payments, and deposits accurately.

Time Management

: Prioritization Under Pressure, Manages competing demands with calm focus; knows how to triage tasks effectively.

Problem Solving

: Adaptive Thinking, Anticipates challenges and proactively finds workable solutions.

Client Empathy

: Service Mindset, Treats every homeowner and partner as if they were the company's only client.

Team Coordination

: Collaboration & Clarity, Works in rhythm with field technicians, ownership, and vendors to support smooth execution.

Ideal Personality Traits

Composed:

Stays calm, collected, and solution-focused under stress or client pressure.

Detail-Oriented & Efficient:

Catches small mistakes before they create larger issues.

Empathetic Communicator:

Understands tone, timing, and discretion when dealing with high-profile clients.

Loyal & Accountable:

Follows through -- doesn't let tasks or details slip through cracks.

Process-Minded:

Loves improving efficiency through organization and system refinement.

Trustworthy:

Handles financial transactions, client information, and internal operations with integrity.

Supportive Leader:

Keeps the team informed, equipped, and focused -- even from behind the scenes.
To Apply Directly On Our Website: https://chimney.doctor/about-us/we-are-hiring/

Job Type: Full-time

Base Pay: $640.00 - $800.00 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Retirement plan Vision insurance
Work Location: In person