Operations Coordinator

WORK SCHEDULE/LENGTH

40 hours per week role in total

M-F 5am - 2pm/3pm

Could work 5am - 8am at home, fielding calls (low volume calls, usually a couple per morning), then could come into office  if they wanted to work from 5am in the office they can.

• Administrative, Operations, Logistics, Field Service Coordination experience doing things like documentation, attendance tracking, and assisting payroll/finance department.
• Industry Exp:
  Construction, Logistics, Dispatch, Restoration companies, Mechanical/HVAC contractors and/or Commercial Service related
• Takes direction well
• Able to follow process and directions (Manager has laid out everything super clear for this hire)
• Tech savvy (aka comfortable using platforms)
• Spanish huge bonus!
• Is attracted to growth! (they see this role continuing to evolve and grow as their biz grows)
• Comfortable using their own cell phone (they will program GoTo to their cell, so they can take internal calls in the morning)

• First point of contact for attendance reporting (through foremen/superintendents)
• Log absences and maintain attendance tracking systems
• Coordinate onboarding paperwork for new hires
• Prepare weekly attendance summaries

• Maintain access to live scheduling platform
• Provide real-time scheduling visibility and data
• Review crew impact when call-ins occur and prepare adjustment options
• Coordinate scheduling with customers once approved
• Send schedule confirmations and reminders

• Collect missing time entries
• Identify discrepancies and prepare exception reports
• Coordinate clean payroll handoff with payroll administration

• Confirm contract documentation is complete prior to scheduling
• Track job start and completion milestones
• Ensure proper handoff to Accounting for invoicing
• Track certifications, fingerprint clearance cards, and badging requirements
• Coordinate documentation for weekly safety meetings
• Track field equipment inventory reporting
• Maintain operational process documentation and SOPs
• Support compliance and workforce reporting initiatives

Strongly Preferred:
Bilingual (English/Spanish)

Experience in one or more of the following environments:

• Construction operations
• Dispatch or workforce coordination
• Logistics
• Field service coordination
• Restoration
• Mechanical/HVAC contractors
• Commercial service industries

• Experience supporting field operations in a live environment
• Scheduling coordination or dispatch experience
• Attendance or workforce tracking experience
• Strong organizational and documentation skills
• Comfort working with spreadsheets and operational systems
• Ability to communicate clearly and assertively