Operations Coordinator

Job Overview 

The Operations Coordinator will be responsible for day-to-day activities that enable business processes and operational functions to run smoothly. This role requires exceptional organizational, analytical, time management and program/project tracking abilities. They will act as an EA to our VP of Operations, assist with organization of project managers and maintain records for project workflows. The Operations Coordinator will manage several aspects of the administrative needs of a project and act as the primary contact for cross functional admin work. Additionally, this role works alongside our Design/Engineering, TCX, Production, Project Management, and Service departments to ensure collaboration, communication, and coordination across all post-sales teams.  

Responsibilities and Duties 

• Provide support for program and project management efforts, including forecasting and data analysis for various departments and company-wide goals, with a focus on monthly 30-60-90 capacity and revenue projections.    

• At predetermined milestones, conduct project reviews of delivered labor and equipment to compare proposed vs. actual values.  Ensure project managers have approved change orders associated with project variances.  

• Act as operations liaison with accounting on financial reconciliation throughout project lifecycle.    

• Ensure proper administrative closeout of completed projects, including facilitation of closeout meetings to gather & document lessons learned.  

• Be the subject matter expert of company ERP system for operations.  Ensure process changes associated with continuous improvement efforts are properly implemented.    

• Identify problems with procedures and quickly resolve them.  Maintain current procedural documentation to align with process improvement efforts.  

• Create and analyze reports, ensuring that all activities are up to EENY and legal standards.   

• Handle all forms of communications with confidential and time sensitive material: including calls, managing e-mail, solicits, and research. Summarize information and opinions as applicable, provide feedback to all levels of the organization.  

• Provide ideas and create organization systems for tracking, managing, and supporting company leadership.  

• Act as a backup for Project Coordinators during spikes in workload and as needed during coordinators PTO or lunch breaks.   

• Assist with administrative tasks as needed for the VP of Operations including calendar management.  

Job Qualifications 

• Strong proficiency with project management/planning tools, including Gantt charts & Excel.  Prior experience working with MS Project, Smartsheet, ConnectWise, or the like a plus.   

• Experience in job costing, project audits, and financial analysis.   

• Excellent written & verbal communication skills with attention to detail and accuracy. 

• High degree of professionalism with ability to take direction and prioritize as needed. 

• Strong document production, proofreading, and editing abilities.  

• Ability to multi-task in fast-paced environment with firm deadlines.  

• Must be able to work independently and self-manage, take initiative, assume responsibility, and make decisions effectively.  

• Ability to maintain strict confidentiality and discretion.  

• High energy and dedication to excellence.  

• Strong relationship-building skills and the ability to work across all levels including those who support other executives, clients, and business partners.   

• Data science experience a plus. 

Salary : $31 - $40