Operations Coordinator

Job Overview

We’re hiring an Operations Coordinator to act as the central hub of daily operations. This in-office, full-time role ensures installation crews are prepared each morning, inventory is accurate, and Sales and Marketing teams have the operational support they need to succeed.

Keep the business running smoothly by coordinating operations, inventory, sales support, and marketing execution. Your success is measured by prepared crews, accurate inventory, timely client communication, and responsive internal support.

• Assist with shipping, receiving, inventory tracking, and daily crew material staging
• Work closely with the Project Manager and Purchasing/Logistics Coordinator to ensure timely project updates
• Coordinate logistics to support smooth job execution and client communication

• Support the sales team with product research, pricing, and quote preparation
• Create basic CAD layouts for sales proposals
• Handle inbound client inquiries and small-value orders
• Maintain CRM updates for client activity and sales tracking

• Capture job site photos and videos and edit for website and social media use
• Draft blog posts and project descriptions in a natural, customer-friendly tone
• Coordinate tasks and deliverables with external marketing agencies
• Use AI tools to assist with marketing content and execution

• Inventory & Logistics Operations
  • Manage shipping, receiving, and inventory tracking
  • Stage all materials daily so crews are fully prepared each morning
• Small Order Management
  • Independently manage client inquiries and process small orders without active sales involvement
• Technical Support
  • Create basic CAD drawings for courts, concrete layouts, and gym floors
  • Assist with product research and alternative solution development
• Marketing & Content Execution
  • Edit job site photos and videos
  • Draft blog content and coordinate marketing deliverables
• Accounting & Administration
  • Support accounts receivable, data entry, and basic reporting
  • Communicate with clients regarding past-due invoices when needed
• Cross-Department Coordination
  • Work closely with Sales, Project Management, and Purchasing to maintain workflow efficiency

• Inventory control, shipping, and receiving
• Strong multitasking and coordination across departments
• Clear, professional written and verbal communication
• Proficiency with Microsoft Office and Google Workspace (Sheets/Excel for tracking and pricing)
• Comfortable with collections communication regarding unpaid invoices

• Inside sales and order handling
• Basic estimating and preliminary quote preparation
• Creation of simple 2D CAD layouts
• CRM data management and client follow-up

• Photo and video capture and editing
• Blog and content writing
• Coordination with external marketing agencies
• Comfortable using AI tools to support content creation

• Adaptable and comfortable switching between tasks
• Detail-oriented with numbers, specs, and documentation
• Proactive and solution-focused
• Organized and deadline-driven
• Tech-savvy and quick to learn new software
• Customer-focused and service-minded
• Accountable and ownership-driven

• Maintain 99% inventory accuracy
• Stage all crew materials by 5:00 PM the day before
• Respond to small client inquiries within 1 business day
• Complete CAD layouts and preliminary quotes within 48 hours
• Draft 2 blog posts per month and update website photos weekly

• Master inventory systems and daily crew staging routines
• Learn internal software platforms (CRM, project management, shared drives)
• Independently create basic quotes and CAD layouts
• Establish a consistent rhythm for marketing content and website updates

• Paid time off (PTO) and company holidays
• Full benefits package
• Stable, full-time in-office role
• Opportunities for professional growth and expanded responsibility
• Supportive, collaborative team environment

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