Office Operations Coordinator

The Role

The Office Operations Coordinator supports daily office and job operations. You will help manage incoming calls, collect accurate job information, coordinate schedules and dispatch changes, maintain job-file status, follow up on missing information, and help keep customer and program-related tasks on pace.

We can teach restoration terminology and our company systems. What is harder to teach is organization, ownership, clear communication, attention to detail, follow-through, and the ability to manage changing priorities without letting tasks get missed.

What You’ll Do

·         Answer and manage incoming customer and business calls professionally.

·         Gather, document, and enter accurate initial customer and job information.

·         Schedule inspections, appointments, technicians, and field crews.

·         Assist with daily dispatching and schedule changes.

·         Create and maintain accurate job files and electronic records.

·         Monitor active jobs, job status, deadlines, required tasks, documentation, and follow-up needs.

·         Follow up with the appropriate employee or manager when job information or documentation is missing.

·         Keep program-related and customer-related tasks visible and on pace within company CRM and workflow systems; escalate issues when needed.

·         Organize documents, authorizations, correspondence, reports, and job information.

·         Communicate professionally with customers, employees, managers, vendors, and insurance-related contacts.

·         Identify files, tasks, or customer issues that need attention before they become larger problems.

·         Support general office and operational coordination as business needs require.

Systems You’ll Learn and Use

This role uses multiple cloud-based systems and everyday office tools, including:

·         DASH / Fusion

·         XactAnalysis

·         CompanyCam, as needed to access job information and support job flow

·         CRM, phone, email, and calendar systems

·         Microsoft Office and/or Google Workspace

·         PDF tools, electronic files, and basic spreadsheets

Prior restoration-specific software experience is helpful but not required. You must be comfortable with technology and able to learn multiple software platforms.

What We’re Looking For

·         Strong organization and attention to detail.

·         Reliable follow-through and ownership of assigned work.

·         Ability to manage multiple jobs, deadlines, calls, and changing priorities.

·         Clear, professional communication by phone, email, and written notes.

·         Basic computer confidence and comfort using cloud-based software.

·         Ability to identify incomplete information, follow up, and escalate appropriately rather than waiting to be told.

·         Accurate recordkeeping and good judgment with confidential customer and company information.

·         Professionalism and empathy when communicating with customers dealing with a stressful property loss.

Experience in restoration, construction, HVAC, plumbing, roofing, property management, insurance, field-service dispatch, or another service-based office is beneficial, but we are willing to train the right candidate with the core skills and ability to learn.

What Is Not Part of This Role

This position does not handle invoicing, billing, bookkeeping, or accounting. It does not make technical field-production decisions, prepare estimates, or carry final manager-level responsibility for program compliance.

Required:

· High School diploma or equivalent

· 1+ year prior work experience beneficial but experience is NOT required

· Valid driver’s license

· MUST have reliable transportation

· Experienced with computer tech, e.g. computers, smart phones, tablets is beneficial but NOT required

· Excellent attitude

Compensation and Benefits

Pay starts at $20.00 per hour for candidates with limited directly relevant experience. Higher pay is available based on relevant restoration, construction, dispatch, insurance/program coordination, customer-service, administrative, or software experience.

Paid time off and retirement match are available.