Job Overview
The Operations Support Coordinator provides administrative and operational support to ensure daily office activities, customer transactions, scheduling, documentation, and job-related processes are completed accurately and efficiently.
This position serves as a key connection between customers, office staff, field crews, management, vendors, and outside agencies. The ideal candidate is highly organized, dependable, detail-oriented, and able to manage multiple responsibilities in a fast-paced environment.
Key Responsibilities
- Coordinate daily office operations and provide administrative support to management and staff.
- Answer customer calls, gather necessary information, and direct requests appropriately.
- Assist with scheduling jobs, inspections, service appointments, and project-related activities.
- Track jobs from initial customer contact through scheduling, completion, invoicing, and closeout.
- Prepare, organize, and maintain customer records, contracts, permits, reports, invoices, and other job documentation.
- Follow up with customers, field staff, vendors, designers, inspectors, and regulatory agencies as needed.
- Review completed job paperwork for accuracy and ensure required documentation is submitted promptly.
- Assist with proposals, estimates, permit applications, inspection reports, and project submittals.
- Enter and update information in company software, spreadsheets, and customer management systems.
- Monitor outstanding tasks, payments, approvals, documents, and project deadlines.
- Communicate schedule changes, job updates, and important information to customers and team members.
- Help resolve administrative issues that could delay scheduling, billing, permitting, or project completion.
- Support invoicing, payment tracking, document collection, and transaction reconciliation.
- Maintain organized digital and physical filing systems.
- Assist with special projects and additional operational needs as assigned.
Qualifications
- Previous experience in office administration, operations, customer service, transaction coordination, or a similar role preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.
- Ability to prioritize tasks and manage multiple deadlines.
- Comfortable communicating with customers, field employees, management, and outside agencies.
- Proficient with email, spreadsheets, document management, and office software.
- Ability to learn company systems, industry terminology, and operational procedures.
- Dependable, professional, self-motivated, and willing to take initiative.
- Able to handle sensitive customer and company information professionally.
Ideal Candidate
The ideal candidate takes ownership of assignments, follows tasks through to completion, and recognizes what needs to be done without requiring constant direction. They are comfortable working in a fast-moving environment and understand the importance of accurate documentation, timely communication, and dependable follow-through.
Position Expectations
- Maintain professional and responsive communication.
- Complete documentation and follow-up tasks within required timelines.
- Protect confidential customer and company information.
- Work cooperatively with office staff, field crews, management, and external partners.
- Identify potential delays or missing information and address them proactively.
- Support the company’s commitment to excellent customer service and efficient operations.
- Daily(M-F) light cleaning
Please note: Our office is home to two friendly cats, so candidates must be comfortable working around cats.
Pay: $24.00 - $26.00 per hour
Benefits:
- Health insurance
- Paid time off
Experience:
- Office and Job coordination: 2 years (Preferred)
Shift availability:
Work Location: In person
