Operations Coordinator
4 days ago
Marlboro
About Executive Roofing Systems Executive Roofing Systems is a family owned commercial roofing contractor serving building owners, property managers, facility managers, and general contractors throughout New Jersey. We specialize in commercial roof repairs, maintenance, replacements, and new construction. More importantly, we operate as trusted advisors to our clients. They rely on us for honest guidance, responsive communication, detailed documentation, and high quality workmanship. Our culture is built around accountability, teamwork, and continuous improvement. We believe in doing the right thing, supporting one another like family, and always finding better ways to operate. As a growing company implementing stronger systems and processes, we are building a team of proactive professionals who take ownership of their work and want to contribute to something meaningful. We are looking for a highly organized Operations Coordinator who thrives in a fast paced environment and enjoys solving problems, supporting teams, and helping operations run smoothly. This is an excellent opportunity for someone who wants to grow with a company and play an important role in how the business operates. Position Overview The Operations Coordinator is the central support role for our service and production teams. You will coordinate between clients, field crews, vendors, and leadership to keep jobs running smoothly. This role is responsible for scheduling service work, client communication and support, supporting field operations, maintaining documentation, assisting with billing and job costing, and helping improve processes. Your work will directly impact revenue, profitability, and client satisfaction and is ideal for someone who enjoys multitasking, solving problems, and creating structure in a fast moving construction environment. Key Responsibilities • Client Communication and Support - Serve as a primary point of contact for service clients by responding to calls and emails, coordinating service dispatch, providing project updates, and helping resolve issues quickly and professionally., • Field Operations Coordination - Work closely with the Service Superintendent and project teams to support daily field operations. Schedule technicians, manage the service board, coordinate equipment rentals and dumpsters, assist with permit applications, and review weekly technician timekeeping., • Proposal and Revenue Support - Support backlog growth by sending service proposals in a timely manner and following up on open opportunities to help convert estimates into secured work., • Invoicing and Job Costing - Prepare and submit client invoices with supporting documentation, including uploads to client or vendor portals. Assist with service job costing by reviewing technician labor hours, receipts, and purchase orders to ensure accurate billing and profitability tracking., • Documentation and CRM Management - Maintain accurate customer records within the company CRM. Manage service work orders and keep job folders organized, including project documentation, purchase orders, and client records., • Operational Support and Process Improvement - Help improve workflows and strengthen operational systems that support efficiency and scalability. Assist with tracking goals, supporting operational meetings, and maintaining clear communication between field teams, office staff, and leadership., • Administrative and Compliance Support - Assist with maintaining company documentation including insurance certificates, W9 forms, agreements, and compliance records to ensure smooth day to day operations. Qualifications • 3 to 5 years of experience in construction operations, service coordination, or office administration or management within a similar type industry, • Associates or Bachelors degree preferred but not required, • Experience scheduling crews and managing multiple service calls, • Strong organizational skills and ability to manage multiple priorities, • Experience with invoicing, billing, documentation, and job costing, • Strong customer service and communication skills, • Professional written and verbal communication, • Proficient in Microsoft Office including Outlook and Excel, • Comfortable using CRM systems and project management software, • Detail oriented, proactive, and able to work independently, • Process driven mindset with a focus on efficiency and accountability Compensation and Benefits • Competitive base salary, • Performance bonus and incentives, • Company phone and laptop, • Paid time off and holidays, • Medical benefits, • Professional development and industry training, • Certification opportunities This Role Is For You If… • You are highly organized and enjoy coordinating multiple tasks, schedules, and priorities at once., • You communicate confidently and professionally with customers, technicians, and team members., • You take initiative and like solving problems rather than waiting to be told what to do., • You are disciplined, dependable, and take pride in following through on your responsibilities., • You enjoy supporting field teams and helping keep technicians organized, scheduled, and on track., • You are comfortable working with technology, spreadsheets, reports, and different software platforms., • You enjoy improving processes and finding better ways to keep operations running smoothly., • You are friendly and professional on the phone and comfortable following up with customers when needed., • You work well in a fast paced environment and can manage multiple priorities without getting overwhelmed., • You are looking to grow with a modern, family oriented company that is scaling and building something meaningful., • You appreciate a positive, younger, entrepreneurial team environment that values initiative and flexibility rather than micromanagement. Growth Opportunity This role offers strong opportunity for career development as the company grows. High performing team members may grow into leadership roles within operations, project management, administration, or service management. Job Type: Full-time Work Location: In person
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