Commercial Account Coordinator
Guild Garage Group, Indianapolis, IN, United States
Position Summary
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.
Key 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.
Work Order & Project Coordination
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.
Scheduling & Operational Coordination
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.
Billing & Invoice Management
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.
Compliance & Documentation
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.
Internal Collaboration
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 .
Performance Expectations Success in this role will be measured by:
On‑time job completion rates
SLA compliance for vendor accounts
Accuracy and timeliness of billing submissions
Vendor satisfaction and account retention
Reduction in billing errors or invoice rejections
Ability to successfully manage multiple accounts simultaneously
Qualifications Required
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
Preferred
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
Technical Knowledge Candidates should develop and maintain a working knowledge of:
Overhead door operators and controls
Common service repairs and replacement parts
Commercial job coordination and material ordering
This knowledge allows the Account Manager to effectively coordinate jobs, communicate with technicians, and ensure the correct materials are ordered for each project.
Core Competencies Successful candidates will demonstrate:
Strong attention to detail
Extreme ownership of assigned accounts
Proactive communication and problem solving
Ability to manage high job volume and shifting priorities
Strong internal coordination skills
Ability to prioritize and stay organized in a fast‑paced environment
Pay Range $22 - $28 USD
EEO Statement Guild Garage Group LLC is an Equal Opportunity Employer AA/EOE/M/F/V/D. In compliance with the Americans with Disabilities Act, Garage Door Doctor may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
All candidates are required to undergo pre‑employment Background and Drug Screenings, as well as a Motor Vehicle Record Check.
*This posting provides details on potential commissioned compensation ranges and possibilities. These amounts are not guaranteed and should in no way be construed as a salary offer.
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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.
Key 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.
Work Order & Project Coordination
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.
Scheduling & Operational Coordination
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.
Billing & Invoice Management
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.
Compliance & Documentation
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.
Internal Collaboration
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 .
Performance Expectations Success in this role will be measured by:
On‑time job completion rates
SLA compliance for vendor accounts
Accuracy and timeliness of billing submissions
Vendor satisfaction and account retention
Reduction in billing errors or invoice rejections
Ability to successfully manage multiple accounts simultaneously
Qualifications Required
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
Preferred
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
Technical Knowledge Candidates should develop and maintain a working knowledge of:
Overhead door operators and controls
Common service repairs and replacement parts
Commercial job coordination and material ordering
This knowledge allows the Account Manager to effectively coordinate jobs, communicate with technicians, and ensure the correct materials are ordered for each project.
Core Competencies Successful candidates will demonstrate:
Strong attention to detail
Extreme ownership of assigned accounts
Proactive communication and problem solving
Ability to manage high job volume and shifting priorities
Strong internal coordination skills
Ability to prioritize and stay organized in a fast‑paced environment
Pay Range $22 - $28 USD
EEO Statement Guild Garage Group LLC is an Equal Opportunity Employer AA/EOE/M/F/V/D. In compliance with the Americans with Disabilities Act, Garage Door Doctor may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
All candidates are required to undergo pre‑employment Background and Drug Screenings, as well as a Motor Vehicle Record Check.
*This posting provides details on potential commissioned compensation ranges and possibilities. These amounts are not guaranteed and should in no way be construed as a salary offer.
#J-18808-Ljbffr