Operations Coordinator

Job Summary

The Operations Coordinator plays a critical role in bridging the gap between sales, project management, purchasing, billing, and field service teams. You will be responsible for ensuring that every project is documented, scheduled, coordinated, and executed efficiently. This role demands excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced, unionized environment.

Key Responsibilities

• Receive and review customer orders and service requests.
• Enter order details into the CRM/ERP system and verify accuracy.
• Generate detailed work orders/job tickets outlining scope, location, required materials, billing milestones, and scheduled timeframes.
• Collaborate with the Customer, Project Manager and Service Manager to develop job plans and allocate resources.
• Ensure that all jobs have complete, accurate, and up-to-date documentation before moving to scheduling.
• Work closely with the Purchasing Manager and Warehouse team to confirm material availability.
• Initiate material requests or purchase orders when needed, and verify that materials are staged and ready for each job.
• Develop and execute the schedule for all jobs, assigning the appropriate number of technicians based on job requirements, historical data, and resource availability.
• Organize and conduct pre-job briefings to ensure technicians receive all necessary job details, safety protocols, and checklists prior to dispatch.
• Monitor technician assignments and job progress through mobile and centralized systems, making adjustments as necessary to accommodate changes or delays.
• Coordinate with the finance department to prepare and verify billing documentation for each job.
• Oversee the progress billing process for long-term projects, ensuring that billing milestones align with project phases and contractual terms.
• Ensure that all billing-related documents are accurate and attached to the corresponding work orders.
• Monitor payment schedules and work with finance to address any billing discrepancies or delays.
• Assist in tracking project budgets versus billed amounts to maintain financial transparency and support forecasting.
• Serve as the central point of contact between Sales, Operations, Purchasing, Billing, and Field Technicians.
• Proactively follow up on pending tasks, job delays, or incomplete projects to ensure timely completion.
• Maintain clear and consistent communication with all internal teams, providing real-time updates on job statuses and any changes.

Qualifications

• Bachelor’s degree ore relevant experience in Business, Operations Management, Construction Management, Finance, or a related field is preferred.
• 1 years of experience in operations coordination, project management, or a related role—ideally within the construction, cabling, or security industries.
• Familiarity with union environments and the nuances of managing both large-scale and small-scale projects is a plus.
• Proficient in using CRM/ERP systems, project management software (e.g., ConnectWise Manage, BuildOps, Procore, etc.), and Microsoft Office Suite.
• Comfortable working with digital communication and mobile scheduling tools.
• Strong data entry skills with excellent attention to detail.
• Exceptional organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Ability to work independently as well as collaboratively across various teams.
• Problem-solving mindset with a focus on process improvement.

Job Type: Full-time

Pay: $55,000.00 - $63,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Ballston Lake, NY 12019: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $63,000