Commercial Account Coordinator

Guild Garage Group•Indianapolis, IN

7d•$22 - $28

About The Position

The Commercial Account Coordinator is responsible for managing the full lifecycle of commercial work orders for assigned third-party vendor accounts. This role ensures that every job progresses efficiently from initial work order intake through scheduling, material procurement, job completion, billing, and compliance submission. This position serves as the primary point of contact for assigned third-party clients and works cross-functionally with dispatch, operations, technicians, purchasing, and accounting to ensure all work is completed accurately, on time, and in accordance with each vendor’s specific requirements. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple active jobs simultaneously while maintaining strong communication with both internal teams and external partners. This role will manage multiple accounts, each with unique processes, billing requirements, and compliance standards.

Requirements

2+ years of experience in project coordination, account management, or operations support
Strong organizational and time-management skills
Ability to manage multiple active jobs and deadlines simultaneously
Excellent written and verbal communication skills
Strong problem-solving ability and attention to detail
Proficiency with business software and job management platforms

Nice To Haves

Experience working with third-party vendor platforms (ServiceChannel, Corrigo, Verisae, etc.)
Experience in construction, facilities maintenance, or service-based industries
Experience in the garage door, overhead door, or commercial door service industry strongly preferred
Familiarity with commercial door components, parts ordering, and service processes
Experience with ServiceTitan or similar field service management software

Responsibilities

Serve as the primary point of contact for assigned third-party commercial accounts.
Build and maintain strong working relationships with vendor coordinators and project managers.
Ensure vendor expectations, SLAs, and job requirements are clearly understood and executed.
Proactively communicate job updates, scheduling changes, delays, or issues to vendors.
Maintain accurate account documentation including vendor requirements, billing rules, and compliance standards.
Handle vendor escalations and coordinate internally to resolve issues quickly and professionally.
Review incoming work orders and create jobs within the company’s service management platform (ServiceTitan).
Verify job scope, site requirements, and vendor instructions prior to dispatch.
Coordinate with dispatch and operations to schedule technicians efficiently.
Ensure technicians have all necessary job details, materials, and documentation before arriving on site.
Track job progress and ensure work orders move efficiently through each stage of completion.
Monitor job timelines and ensure vendor SLA compliance.
Identify and order required parts and materials needed for each job.
Coordinate with suppliers and vendors to ensure materials arrive on time and within budget.
Verify materials received match job requirements before scheduling technicians.
Work closely with dispatch and operations teams to ensure proper technician scheduling and utilization.
Adjust job schedules as necessary due to parts delays, weather, technician availability, or site constraints.
Maintain constant visibility into active jobs and proactively address scheduling conflicts.
Ensure all completed jobs are properly documented and ready for billing.
Review technician notes, photos, and documentation for accuracy prior to invoice submission.
Verify invoices meet each vendor’s specific billing requirements.
Submit invoices through vendor portals or required submission methods.
Assist accounting in resolving invoice disputes, rejections, or payment discrepancies.
Ensure all required documentation is uploaded and submitted, including:
Completion photos
Technician notes
Safety documentation
Vendor-specific compliance items
Maintain organized records for vendor audits and documentation requirements.
Ensure all work orders are closed out properly and compliant with vendor standards.
Manage third-party vendor portals including:
Work order updates
Status changes
Documentation uploads
Invoice submissions
Ensure portal activity accurately reflects job progress.
Coordinate closely with:
Dispatch
Field technicians
Operations leadership
Purchasing
Accounting / AR
Identify operational inefficiencies and work with leadership to improve processes.
Help ensure jobs are completed efficiently, accurately, and profitably.