Garage Door Doctor – Commercial Division

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

Account & Vendor Management

• 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.

Materials & Procurement

• 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.

Vendor Portal Management

• 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
• Internal coordination efficiency
• 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:

• Commercial garage door systems
• 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
• Professional vendor communication
• Strong internal coordination skills
• Ability to prioritize and stay organized in a fast-paced environment

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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