Operations Coordinator - Commercial Roofing

ROLE OVERVIEW

The Operations/Service Coordinator plays a critical role in keeping daily operations running smoothly. This individual serves as the central hub between customers, service teams, project managers, and vendors. The role blends office management with service coordination responsibilities, including scheduling, permitting, warranty tracking, and supporting service and maintenance operations. The right candidate is organized, detail-oriented, and thrives in a fast-paced, customer-focused environment.

KEY RESPONSIBILITIES

Coordination with Operations Team

• Partner with VP of Operations, Project Managers, and Service Managers to prioritize work and manage workload
• Coordinate travel arrangements for field crews traveling to job sites, ensuring accommodations and logistics are in place ahead of mobilization
• Support planning for maintenance programs and recurring service contracts

Customer Communication

• Serve as the initial point of contact for all inquiries, and distribute to the appropriate team members
• Provide timely updates to customers on scheduling, job status, and completion
• Ensure a high level of professionalism and responsiveness aligned with company standards

Office & Administrative Management

• Oversee day-to-day office operations and keep internal systems organized
• Manage external vendors for office supplies, apparel, safety gear
• Support invoicing, reconciliation, AP, and job documentation from initiation through close-out along with purchasing and accounting entries
• Receive, reconcile, and code invoices against purchase orders and subcontracts
• Prepare AP records for payments
• Manage COIs, W9, and other prequalification activities
• Maintain job files (electronic and physical), service logs, and internal reporting systems
• Collect, review, and submit technician timecards accurately and on deadline
• Assist with payroll processing by converting crew timecard sheets and submitting to payroll department
• Assist leadership with operational tracking and reporting
• Support new hire onboarding across all branches

Marketing

• Implement marketing activieies aimed at branding, customer engagement, and roofing opportunities
• Maintain employee files and website development – add/remove employees as necessary

Confidentiality

• Must keep company information, including payroll, HR confidential

QUALIFICATIONS

Required

• 3-7+ years in office management, project coordination, or construction administration
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously
• Strong written and verbal communication and customer service skills
• Proficiency in Microsoft Office (Excel, Outlook, Teams)
• Experience with CRM, ERP, or service management software
• Comfortable working with both field teams and operations leadership

Preferred

• Experience in commercial construction or roofing is strongly preferred
• Experience with permitting, scheduling, or service operations is highly valued
• Bilingual (English/Spanish) a plus