Operations Coordinator

Job Title Support daily operational workflow by coordinating material installations, managing communications between customers, installers, and internal teams, and ensuring projects move from scheduling to completion without a hitch. Essential Functions: Provide strong customer service via phone, email, and written communication. Serve as the central point of communication between customers, installers, estimators, and internal staff to ensure installations remain on schedule. Review customer contracts for accuracy and completeness before scheduling. Schedule installation dates with customers and assign installers accordingly. Maintain installer calendars within the system and update changes in real time. Prepare all required project paperwork and documentation. Maintain detailed notes from project initiation through completion. Coordinate the transfer of materials between locations as needed. Verify material availability before issuing pick tickets. Communicate with Purchasing when materials are pending for upcoming installations. Confirm installation completion, initiate invoicing, and collect outstanding customer balances. Send post-installation communication, including a thank-you message and warranty details. Enter final labor rates for job costing and installer payments. Manage customer concerns, repairs, and claims professionally and efficiently. Perform additional administrative or operational tasks as assigned. Other duties as required. Competencies: Analytical Thinking - Applies logic to solve problems and get the job done Client Service - Responds to the clients and anticipates their needs Conflict Resolution - Works to resolve differences and maintain work relationships Decision Making - Makes decisions and takes responsibility for them Ethics - Fosters a diverse and respectful workplace Even Temperament - Controls emotions without retaliating against negative behavior Excellent Communication - Uses language effectively to gather information and facilitate an exchange of ideas Flexibility - Adapts to changes while remaining focused on goals, applies knowledge to new circumstances Initiative - Remains proactive when suggesting improvements and solving problems Interpersonal Relations - Exhibits respect and understanding of others to maintain professional relationships Persuasive Communication - Displays verbal and written communication that influences others Problem-Solving - Solves problems while ensuring rules and directives are followed Project Management - Brings together every component of a project, including resources or planning, that is needed to complete it in a timely manner Supervisory Responsibilities: None Work environment: Office environment, temperature-controlled Physical demands: Heavy use of phones in an office environment Travel required: None Required education and experience: High School Diploma or GED Customer Service Experience Experience in scheduling, coordination, or event planning Proficient with computers and office software. Able to work independently Strong problem-solving skills. Preferred education and experience: Rollmaster experience

Created: 2026-03-04