Operations Coordinator

Operations Coordinator — Scheduling & Dispatch Commercial Cleaning Service, Inc. | Boston, MA | Full-Time | On-Site

About Us

Commercial Cleaning Service, Inc. (CCS) has been keeping Greater Boston's commercial properties clean since 1977. We serve 580+ recurring sites — from apartment buildings and office towers to schools and religious institutions — with a team of 175+ employees and a 97% client retention rate. We hold ourselves to a high standard of operational execution. We're growing, and we're adding infrastructure to match.

The Role

We're looking for a sharp, systems-minded Operations Coordinator to own the scheduling and dispatch function that keeps our cleaning crews running on time, on route, and on plan.

This is not a call-center dispatch job. It's a planning and execution role — you'll be building and maintaining the recurring service schedule across 600+ sites, making real-time decisions when crews call out or jobs shift, auditing routes for efficiency, and serving as the primary administrator of our field service management system. You'll work closely with our Operations Manager and our customer-facing teams to make sure the right crews get to the right places at the right time, every day.

If you're someone who gets satisfaction from a clean schedule, hates inefficiency, and can hold a lot of complexity in your head without dropping anything — read on.

What You'll Do

Daily Dispatch & Scheduling

• Monitor crew assignments each morning; adjust for call-outs, absences, and equipment issues
• Coordinate coverage and substitutions in real time, ensuring all sites are staffed
• Manage the daily dispatch sheet and maintain accurate assignments in our scheduling system
• Communicate schedule changes to supervisors and crews

Recurring Schedule Management

• Build and maintain recurring service call schedules for all active accounts in our ERP/field service system
• Set up new accounts and service contracts in the system upon onboarding
• Configure one-time and seasonal jobs (deep cleans, holiday adjustments, post-construction, snow events)
• Manage holiday scheduling across the full customer base — proactively, not reactively

Route Efficiency & Auditing

• Review routes weekly for geographic logic, travel time, and crew capacity
• Identify and propose route consolidations or improvements
• Flag anomalies in expected vs. actual return times and follow up with supervisors
• Work with management on periodic route restructuring

System Administration

• Serve as the day-to-day administrator for our scheduling and field service platform (currently transitioning to Priority ERP)
• Ensure service calls are accurately created, assigned, and closed
• Maintain data integrity across customer records, building assignments, and crew rosters
• Support reporting on schedule completion rates, route efficiency, and crew utilization

Cross-Functional Coordination

• Work closely with the Operations Manager on capacity planning and staffing needs
• Partner with customer-facing staff to translate new account details into accurate system setup

What We're Looking For

• 2–4 years of experience in field service dispatch, operations coordination, or scheduling — ideally in commercial cleaning, facilities management, or a similar service business
• Strong systems orientation: you learn software quickly, you care about data accuracy, and you know that a bad entry today creates a problem next week
• Comfortable making fast decisions under pressure when the morning goes sideways
• Detail-oriented with the ability to manage a high volume of concurrent tasks
• Clear communicator — you can give a supervisor a quick, direct update and move on
• Proficiency in Google Sheets or Excel; experience with a field service or ERP platform is a strong plus
• Bilingual (English/Spanish) is a meaningful plus given our workforce

What We Offer

• Competitive salary ($75,000+ depending on experience)
• Paid time off
• Stable, growing company with nearly 50 years in business
• A real seat at the table — this role has direct impact on how we run operations