Office Operations Coordinator

Ocala Fence is a growing company that thrives on adaptability, teamwork, and delivering exceptional customer experiences. We are seeking a highly organized, proactive, and client-focused Office Operations Coordinator to support the daily functions of our business.

This position serves as a central support role across multiple departments, helping ensure smooth communication, efficient workflows, and excellent service for clients, vendors, and team members. The ideal candidate is detail-oriented, resourceful, and comfortable wearing many hats while balancing administrative, customer service, scheduling, operational, and project support responsibilities.

As our company continues to grow, this role offers opportunities for increased responsibility and professional development within operations, project support, client experience, and business administration.

• Serve as a primary point of contact for incoming phone calls, emails, and office visitors.
• Provide professional, responsive client relations and route inquiries appropriately.
• Communicate with clients regarding appointments, project status updates, documentation, and general inquiries.
• Maintain positive relationships with clients, vendors, and internal team members.

• Schedule sales appointments, meetings, and other business activities.
• Coordinate calendars and assist with scheduling needs across departments.
• Monitor schedules and communicate changes to affected parties.
• Assist in coordinating project-related administrative tasks.

• Perform data entry, filing, document management, and recordkeeping functions.
• Maintain accurate client, vendor, and project information within company systems.
• Prepare reports, spreadsheets, correspondence, and other business documents.
• Support special projects and process improvement initiatives.

• Assist estimating, project management, accounting, and operations teams with administrative needs.
• Help maintain organized job files and project documentation.
• Support onboarding, training coordination, and company initiatives as assigned.
• Identify opportunities to improve office efficiency and workflow processes.
• Perform additional duties and responsibilities as assigned.

• Support and promote a unified company culture.
• Maintain a safe work environment and comply with all company safety policies.
• Report safety concerns, incidents, and policy violations promptly.
• Follow all applicable company policies, procedures, and regulatory requirements.
• Support ongoing efforts to improve efficiency, client services, communication, and operational effectiveness.
• Participate in process improvement initiatives and help implement best practices.
• Contribute ideas and solutions that support company growth and long‑term success.

• Strong customer service and interpersonal skills.
• Excellent verbal and written communication abilities.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast‑paced environment.
• Proficiency with Microsoft Office applications and general office technology.
• Ability to learn new software and business systems quickly.
• Positive attitude, strong work ethic, and willingness to assist wherever needed.
• Ability to work independently while collaborating effectively with a team.
• Prior administrative, office coordination, scheduling, client services, or operational support experience preferred.