Remote Front Desk & Operations Coordinator

Position Overview
We are a New Jersey-based glazing company specializing in residential and commercial glass installation. We are seeking an extremely organized, detail-oriented, and dependable Front Desk & Operations Coordinator to manage the administrative flow of jobs from the initial customer inquiry through scheduling, ordering, installation, invoicing, and payment.
This is much more than a traditional receptionist position. The person in this role will serve as a central point of coordination between customers, estimators, technicians, management, and vendors.
Because measurements, product specifications, scheduling, and ordering must be highly accurate, the ideal candidate is someone who naturally double- and triple-checks their work, catches inconsistencies before they become problems, and enjoys creating organized systems.

• Answer and manage incoming customer inquiries professionally.
• Gather all required information for new residential and commercial jobs.
• Accurately enter customer, project, measurement, scheduling, and job information into the appropriate company software and spreadsheets.
• Make sure job files are complete before moving them to the next stage.
• Follow up with customers when additional information is required.

• Schedule estimates and on-site measuring appointments.
• Coordinate appointments between customers and company estimators/technicians.
• Confirm appointments and communicate schedule changes.
• Ensure measurements and job specifications are properly documented and entered into the system.

• Build and manage technicians’ daily schedules.
• Coordinate installations, measurements, service calls, and other field appointments.
• Handle last-minute customer cancellations, rescheduling, technician changes, and other scheduling conflicts.
• Communicate schedule updates quickly and clearly to customers and technicians.
• Help maximize technician productivity while maintaining realistic travel and job-completion schedules.

• Manage product and material orders for jobs.
• Communicate directly with vendors regarding pricing, product specifications, availability, lead times, order status, and delivery timelines.
• Compare purchase information against job specifications before submitting orders.
• Follow up on delayed or incomplete orders.
• Maintain organized records of vendor communications and purchase information.

Accuracy is a critical part of this position. The coordinator will be expected to:

• Cross-reference measurements between estimates, field measurements, orders, invoices, and job records.
• Double- and triple-check measurements before orders are finalized.
• Identify conflicting or missing information before it causes a costly mistake.
• Verify dimensions, quantities, product types, finishes, hardware, and other job specifications.
• Escalate questionable or inconsistent measurements before an order is placed.
  Candidates must be comfortable reading and working with tape-measure measurements and fractions down to 1/16 of an inch, including measurements such as 24 15/16”, 37 7/16”, and 48 3/8”.

• Prepare and send customer invoices.
• Follow up regarding outstanding balances when necessary.
• Process customer payments according to company procedures.
• Maintain accurate payment records.
• Verify that invoices correspond correctly with completed work and job information.

• Assist management with payroll preparation and employee time information.
• Verify technician hours and related information before payroll is submitted.
• Maintain accurate administrative records.
• Assist management with other operational and…