Shepperd Construction of Texas
Operations Coordinator
Job Posting
Role Focus: Administrative coordination for service, production, pre-construction, billing, submittals, change orders, and operations documentation.
Purpose: Keep operations information accurate, timely, complete, and usable so the team can plan with precision, deliver excellence, and finish the loop.
Operating Standard: Own It: say what is true, track the details, raise risks early, follow through, and confirm completion.
Role Summary
Shepperd Construction of Texas is looking for an Operations Coordinator who can help keep our service, production, pre-construction, billing, submittal, change order, and operations documentation accurate, organized, and moving forward.
This role is a key administrative link between leadership, project management, field operations, service teams, customers, vendors, subcontractors, accounting, and office staff. The work is detail-heavy and time-sensitive. The right person will take ownership of the details, communicate clearly, raise risks early, and follow through until the loop is closed.
At Shepperd, our standard is simple: Own It. Say what is true, track the details, communicate clearly, and leave the work better than you found it.
Key Responsibilities
Service Support
· Assist with service scheduling, documentation, communication, and follow-up.
· Track service requests, work orders, customer follow-ups, job status updates, and closeout items.
· Support communication between customers, service technicians, leadership, and office staff.
· Prepare and organize service invoices, backup documentation, photos, job notes, and closeout records.
· Follow up on missing information needed to complete service billing or documentation.
Production Support
· Provide administrative support to project managers, superintendents, field leadership, and production teams.
· Track job progress, required paperwork, deadlines, documentation gaps, and closeout needs.
· Organize job folders, project documents, field reports, photos, and final closeout items.
· Communicate clearly with internal teams on project status, missing information, and next steps.
· Confirm production-related paperwork is completed, submitted, and stored properly.
Pre-Construction Support
· Organize pre-construction documents before a project begins.
· Set up project files, folders, logs, and tracking documents.
· Collect contracts, scopes of work, insurance documents, permits, schedules, plans, specifications, and required startup documents.
· Coordinate with project managers, estimators, subcontractors, vendors, and customers to gather required information.
· Prepare project startup packets and help confirm required documents are in place before work begins.
Pay Applications and Customer Invoicing
· Prepare, review, and submit pay applications according to required deadlines and submission requirements.
· Track billing deadlines, submission dates, approval status, revisions, and payment updates.
· Gather supporting documentation from project managers, field teams, subcontractors, and vendors.
· Maintain schedule of values information and billing backup.
· Prepare and process customer invoices for service, production, and project-related work.
· Verify invoice details for accuracy before submission.
· Track invoice status, approvals, and outstanding balances.
· Support leadership with billing reports and accounts receivable follow-up.
Submittals and Change Orders
· Create and maintain submittal logs.
· Collect submittal information from vendors, subcontractors, suppliers, and internal teams.
· Submit required documents for review and approval.
· Track submittal status, due dates, approvals, revisions, and resubmissions.
· Maintain change order logs for active projects.
· Track potential change orders, requested changes, submitted change orders, approved change orders, and rejected items.
· Collect pricing, backup documentation, photos, field notes, and customer approvals.
· Follow up on pending change orders to avoid delays in billing, documentation, or project completion.
General Administrative Support
· Maintain organized digital and physical project files.
· Assist with data entry, document control, filing, scanning, and recordkeeping.
· Prepare reports, logs, meeting notes, and internal updates.
· Support scheduling, communication, and follow-up between departments.
· Assist with vendor, subcontractor, customer, and internal communication.
· Support leadership and operations staff with special projects as needed.
Ideal Candidate
The ideal candidate is highly organized, detail-oriented, steady under pressure, and proactive with follow-up. This person is comfortable supporting multiple departments, tracking many moving parts, and communicating with both field and office teams.
They ask good questions, take ownership of the details, and help create order in a fast-moving construction environment.
Required Skills and Experience
· Strong organization, documentation, and follow-through skills.
· Ability to track deadlines, logs, approvals, backup documentation, and open items.
· Clear communication and strong customer service judgment.
· Attention to detail with billing, invoicing, pay applications, and project paperwork.
· Ability to work with project managers, field staff, service teams, customers, vendors, and subcontractors.
· Ability to manage multiple priorities without losing accuracy.
· Proficiency with spreadsheets, email, project management software, accounting systems, and document storage platforms.
· Strong written and verbal communication skills.
Preferred Skills and Experience
· Construction administration experience.
· Commercial construction knowledge.
· Experience with Autodesk Forma or other Autodesk construction technology platforms.
· Familiarity with project startup documents, submittals, change orders, pay applications, and closeout documentation.
· Experience supporting service, production, or reconstruction teams.
· Comfort working in a fast-paced construction office environment.
Success Looks Like
· Project and service documentation is accurate, complete, and easy to find.
· Billing, pay applications, and customer invoices are prepared on time with the required backup.
· Submittal, change order, and closeout logs are current and actively followed up.
· Missing information is identified early, assigned to the right owner, and followed through to completion.
· Internal and external communication is clear, professional, and specific.
· Leadership has reliable information for status, billing, documentation, and operational decisions.
Why This Role Matters
Good operations coordination protects schedule, cost, quality, client trust, and team performance. This role helps Shepperd reduce confusion, improve follow-through, and deliver on commitments.
At Shepperd, we exist to leave things better than we found them — the communities we touch, the people we serve, and the teams we build. The Operations Coordinator helps make that real by owning the details, communicating clearly, and keeping the work moving.
Work Location: In person
