Open Position: Administrative & Client Service Coordinator
Administrative & Client Service Coordinator
Milestone Plumbing, Inc. is a well-established, growing plumbing company serving residential and small commercial clients primarily throughout Milwaukee, Waukesha, and Ozaukee Counties. Since 2011, we have built our reputation on strong values, exceptional client service, and a supportive team environment.
We are seeking a dependable, organized Administrative & Client Service Coordinator to strengthen our office team. This position will provide essential coverage for administrative responsibilities, incoming calls, scheduling, dispatch support, and client follow-up. The right person enjoys helping others, learns quickly, follows through, and is willing to jump in wherever needed to help the company and team operate smoothly.
What You’ll Do
You will support clients, office teammates, and field professionals while helping create consistency and efficiency across our daily operations. Key responsibilities include, but are not limited to:
Team & Process Support
• Work collaboratively with office and field teammates and communicate respectfully at all times.
• Follow established procedures while helping identify ways to make work clearer, faster, and more consistent.
• Maintain confidentiality and use good judgment when handling client, employee, and company information.
• Participate in team huddles, training, and ongoing development.
• Contribute to a positive culture built on communication, ethical conduct, commitment, teamwork, leadership, support, safety, and gratitude
Administrative & Office Support
• Prepare routine estimates, customer correspondence, paid receipts, and other standard documents.
• Enter and maintain accurate information in ServiceTitan, QuickBooks, trackers, and company files.
• Help maintain an organized, professional office environment.
• Assist with payment entry, deposits, invoice follow-up, receipt tracking, and other basic accounting support as trained.
• Support parts receiving, warranty tracking, vendor follow-up, and communication with showrooms or suppliers.
• Assist with cleanup projects to correct records and improve data tracking.
• Take on additional responsibilities and cross-training as needed to provide dependable office coverage.
• Assist with permits, inspection scheduling, permit tracking, and job documentation.
Phones & Client Service
• Answer incoming calls, greet visitors, and respond to client requests with professionalism and warmth.
• Listen carefully, gather accurate information, and route calls or requests to the appropriate team member.
• Return voicemail messages and assist with website inquiries, emails, and routine client questions.
• Help schedule service calls, estimates, quoted work, inspections, and return visits.
• Provide timely updates and follow-up so clients know what to expect and open items are not overlooked.
• Support client concern resolution and communicate issues promptly to the appropriate team member.
Dispatch & Field Team Support
• Assist with daily dispatching, plumber routing, and schedule changes under the direction of the Client Service & Dispatch Coordinator or Office & Operations Lead.
• Communicate schedule information and job updates accurately to clients and field teammates.
• Help prepare job information, notes, documents, and client details so plumbers are ready for each appointment.
• Monitor the schedule for gaps, conflicts, delays, and opportunities to improve efficiency.
• Help coordinate parts, materials, supplier information, and return visits needed to complete jobs.
What We’re Looking For
• Friendly, confident telephone presence and strong written communication skills.
• Genuine desire to consistently help clients and support teammates.
• Strong organization, attention to detail, and ability to follow through on multiple open items.
• Comfort learning new software, procedures, and technical information.
• Ability to remain composed and flexible in a fast-paced office where priorities may change.
• Dependable, accountable, and willing to take ownership of assigned responsibilities.
• Positive team player who is receptive to feedback and willing to help outside a narrow job description.
Bonus Points If You Have
• Experience in customer service, dispatch, scheduling, administrative support, or a call-center environment.
• Experience with ServiceTitan, QuickBooks, Microsoft Office, or similar business systems.
• Experience in plumbing, HVAC, electrical, construction, or another home-service business.
• Familiarity with permits, inspections, accounts receivable, or vendor and parts coordination.
What Sets You Apart
• You notice what needs to be done and take initiative to help.
• You communicate clearly, confirm details, and close the loop.
• You balance speed with accuracy and treat every client interaction as important.
• You enjoy being part of a team and understand that strong office support helps everyone succeed.
• You are curious, coachable, and motivated to grow your responsibilities over time.
Why You’ll Love Working Here
This role is part of a stable, values-driven company where each team member has a direct impact on the client experience and the success of the entire team. You will work closely with supportive coworkers, skilled field professionals, and company leadership while helping Milestone continue to strengthen its systems and service.
We offer a competitive compensation package including:
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid time off (PTO)
• Paid holidays
• 401(k) with company match
• Opportunity for growth and development
Apply If You Want To
• Be part of a team that prioritizes accountability, excellence, and a positive culture.
• Develop valuable experience in customer service, scheduling, dispatch, and business operations.
• Make a direct impact on the experience of clients and field teammates.
• Help improve systems and support the continued growth of a stable local company.
• Build a long-term career with opportunities to learn and grow.
