jobapplier

Sr. Recurring Service Coordinator

Virtual Staffing Solutions

Responsibilities

  • Basic Responsibilities ● Review recurring service invoices, including NorthSight and My Pool Perfect invoices, to verify services were completed and charges are accurate. ● Work with Accounting and vendors to resolve invoice discrepancies, incorrect charges, missing documentation, and other billing issues. ● Take ownership of more complex or escalated recurring service issues and drive them through to resolution. ● Identify recurring service issues, vendor performance concerns, and opportunities to improve processes. ● Help ensure vendors are consistently meeting service expectations, timelines, and documentation requirements. ● Identify and address potential service or billing issues before they become larger problems. ● Support the team with process questions, escalations, and more complex property or vendor issues. ● Manage recurring service requests and work orders for lawn, pool, cleaning, and other recurring property services. ● Coordinate with recurring service vendors to schedule, confirm, and follow up on services. ● Monitor outstanding work, bids, and service requests to ensure they are moving forward within expected timelines. ● Request, review, and route vendor bids for approval based on property and client requirements. ● Follow up with vendors on overdue bids, incomplete services, missing photos, and other outstanding items. ● Review completed services and available photos/documentation to confirm work was completed successfully. ● Close service requests and work orders once services are confirmed complete and properly documented. ● Maintain accurate notes, documentation, and status updates in Origin and other applicable systems. ● Communicate recurring service issues and escalations to internal teams and management as needed.
  • ● Stay ahead of open requests, bids, and vendor follow-ups rather than waiting for issues to escalate. ● Keep vendors accountable to service timelines and follow through until issues are fully resolved. ● Consistently verify that services were completed before closing work or approving invoices. ● Keep Origin and other tracking systems accurate and up to date. ● Communicate clearly when something is delayed, unresolved, or needs escalation. ● Build reliable working relationships with vendors and internal teams. ● Take ownership of assigned properties and issues from start to finish. ● Help reduce recurring service delays, missed services, and unnecessary costs through consistent follow-up and attention to detail.

Requirements

  • Organization & Follow-Through: Ability to manage multiple properties, vendors, requests, and deadlines without losing track of outstanding items.
  • Communication: Clear, direct, and professional communication with vendors and internal teams.
  • Problem Solving: Comfortable researching issues, identifying next steps, and taking ownership of unresolved problems.
  • Attention to Detail: Ability to accurately review service records, photos, bids, invoices, and property information.
  • Accountability: Takes ownership of assigned issues and follows them through to resolution.
  • Time Management: Able to prioritize urgent issues while consistently keeping up with routine recurring service needs.
  • Judgment: Able to determine when an issue can be handled independently and when it needs to be escalated.
  • Systems & Process Management: Comfortable working across Origin, Sigma, vendor portals, spreadsheets, and other internal tools to complete established processes.
  • Vendor Management: Able to hold vendors accountable to expected timelines, service standards, and documentation requirements.

Success in the Role

  • Success in this role means recurring services are organized, completed on time, properly documented, and accurately invoiced.
  • The Coordinator should