Operations Coordinator - Commercial Roofing

The Operations 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, payroll 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 Project Managers and Service Managers to prioritize work and manage workload
• Manage vendor scheduling for on-site equipment (dumpsters, porta potties, etc.) to ensure timely delivery and removal
• 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
• Help ensure smooth handoffs between sales, service, and production

Service Coordination & Scheduling

• Coordinate and schedule service calls, inspections, and maintenance work
• Dispatch service crews and technicians based on priority, geography, and scope
• Communicate schedules, updates, and changes to customers and internal teams
• Track job progress and ensure timely completion of service work

Permitting & Compliance

• Coordinate with vendor on permitting process for all projects
• Schedule permitting inspections with local municipalities for in-progress and final project phases to maintain compliance and avoid delays
• Maintain compliance documentation and job records

Warranty & Documentation Management

• Submit and track manufacturer and workmanship warranties
• Maintain organized records of warranties, inspections, and completed work
• Coordinate warranty claims and follow-ups with vendors and manufacturers

Customer Communication

• Serve as the primary point of contact for service-related inquiries
• 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
• Support invoicing, work orders, and job documentation from initiation through close-out
• Maintain job files, service logs, and internal reporting systems
• Collect, review, and submit technician timecards accurately and on deadline
• Handle payroll processing by converting crew timecard sheets and submitting to payroll department
• Assist leadership with operational tracking and reporting

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
• Familiarity with warranty tracking and vendor coordination
• Bilingual (English/Spanish) a plus