Operations Coordinator
11 days ago
Tulsa
Job Description Build the Backbone. Catch What Others Miss. Make Every Promise Hold. Some people thrive in front of homeowners. You thrive behind the systems that make every promise to those homeowners hold. • If your calendar is happiest when it’s full of meetings, this is not your role., • If you would rather wing it than build it once and run it clean, this is not your role. But if you read job descriptions and notice the grammar mistakes, hold thirty open loops in your head without losing the thread, and feel a quiet satisfaction when a process you built is still running clean a year later, Sacred Ground Properties needs you. We’re growing. The operational chaos that comes with growth currently lives on the owner's desk. We’re hiring the person who takes that chaos and turns it into clean, reliable systems that everyone else can count on. You’re not the face of the company. You’re the structure underneath it. ~ Why This Role Matters Sacred Ground Properties helps homeowners protect what matters most. Behind every roof is paperwork that has to be accurate, insurance scopes that have to be reviewed before money is left on the table and the homeowner pays the price, vendors that have to be organized and held accountable, phones that have to be answered, and jobs that have to move from initial inspection to final invoice without anything falling through the cracks. When this seat is right, the owner gets his weekends back, sales gets to sell, production gets to produce, and homeowners feel cared for, from first call to final invoice. When this seat is wrong, the company feels it everywhere: missed leads, sloppy job files, supplements that never get filed, vendors who run over the company, and an owner who cannot put his phone down. The Operations Coordinator role is the difference between Sacred Ground growing cleanly and Sacred Ground growing chaotically. ~ What You Will Own This is operational ownership. • Own the company phone line. Answer every call professionally, capture lead details accurately, and route them to the right salesperson on the right timeline. Triage jobsite issues, dispatch the right resource, and close the loop with the caller., • Build the lead intake system. Make sure nothing falls between the cracks. Coordinate after-hours coverage so leads do not go cold overnight., • Review insurance scopes. Catch missing items, anomalies, and gaps before they cost Sacred Ground money. Submit supplements with clear documentation., • Manage the administrative flow of every job. Files, documents, scheduling, vendor and subcontractor coordination, post-project follow-up. From inspection to invoice., • Generate purchase orders in QuickBooks. Track job costs in the CRM. Maintain a clean, auditable paper trail for every project. QuickBooks access starts at PO generation and expands as trust and proficiency are demonstrated., • Coordinate everyone. Vendors, subcontractors, homeowners. Mostly in writing, sometimes on the phone, always with accuracy., • Build AI-assisted workflows that compress cycle times and remove manual drag from administrative work. You do not need to be an AI expert. You need to be curious enough to test and ship. The role is mostly heads-down processing and written communication. Phone work is real, but it’s a part of the day, not the whole day. This role isn’t estimating. It’s not sales. It’s not field project management. It’s operational ownership of the systems that make the rest of the company run. ~ What Success Looks Like • Every lead gets captured. None go cold because they didn’t get a callback., • Every job moves cleanly from inspection to closeout. Documentation is right the first time., • Every insurance supplement is submitted and tracked. Money the company’s owed gets recovered., • POs are accurate, costs are coded correctly, vendors are held accountable., • The owner can step away for a weekend and trust the operation runs., • The AI workflows you build compress your workload every quarter, so the role gets sharper as the company gets bigger. ~ Who You Are • Disciplined. Details don’t slip past you. Documentation, financial coding, and scope review get done right the first time., • Reserved. You do your best work alone, in a quiet room, with a clean to-do list. Meetings are for decisions, not for thinking out loud., • Urgent. You set the pace of the day. You follow up before you are asked. You move fast without losing accuracy., • Quietly assertive. You hold vendors and adjusters accountable without raising your voice or creating friction internally., • System-minded. You look at a messy process and immediately see how to clean it up, document it, and run it., • Sharp-eyed. When something does not add up in an insurance scope, a job cost, or a CRM entry, you catch it., • Curious about tools. You’re willing to learn new software, test new workflows, and ship improvements that move the company forward. ~ This Role Is Not For You If • You need constant social interaction to stay energized., • You get bored with detail work or need someone to keep you on task., • You need a fully built system before you can start, instead of building it as you go., • You’d rather talk than write. ~ What’s In It For You A real lane to own. This is not a clerk role. You will own the operational backbone of a growing roofing company. The owner is hiring you because he needs to get out of the weeds. He will give you the room to run the lane the right way. Growth as you earn it. QuickBooks access starts at PO generation and expands as trust and proficiency are demonstrated. The role itself will deepen as the company grows, and the AI workflows you build will compound your leverage over time. A team built on clarity and accountability. We move fast, we keep meetings short, we measure what matters, and we hold each other to a high standard. Quiet recognition. This role does not get applause from homeowners. It gets respect from teammates who know that nothing moves without you. If that is the recognition that fuels you, you will fit here. ~ How We Work Together • We set clear goals and trust you to own your approach., • We keep meetings short and decisions timely., • We expect documentation to be accurate the first time., • We measure what matters: leads captured, jobs moved, supplements recovered, paper trails clean, systems that compound. ~ Schedule and Logistics • Office-based in Tulsa, Oklahoma, with occasional jobsite visits when operationally necessary., • Standard weekdays with occasional after-hours coverage coordination during active storm seasons. ~ Compensation and Benefits • Base salary $18-$22/hr with growth opportunity as the role expands., • Comprehensive benefits package., • Details provided during the interview process. ~ Must-Have Requirements • Experience in an operational, administrative, or coordinator role where accuracy and follow-through were non-negotiable., • Strong written communication: clear, accurate, concise., • Comfortable on the phone, even when phone work is not the part you love most., • Detail-oriented to the point that small errors bother you on principle., • Comfortable with multiple software tools and willing to learn new ones quickly., • Reliable, organized, and self-directed., • Legal authorization to work in the United States. ~ Strongly Preferred • Experience in roofing, restoration, construction, or insurance., • Familiarity with QuickBooks, CRMs, or job-tracking software., • Exposure to insurance scope review or supplementation work., • Experience using AI tools to improve workflows. ~ Outstanding If You Have It • Prior experience as a Project Coordinator, Operations Coordinator, or similar role in a small business., • Track record of building or improving a system that the team was still using a year later., • Comfort working closely with an owner who moves quickly and expects sharp execution. ~ How to Apply Send a short note explaining why this role fits how you work, along with your resume. If you read this and thought, finally, a role where my wiring is the asset, not the obstacle, we want to hear from you. If clarity, accountability, resilience, and excellence describe how you operate, you will fit right in at Sacred Ground Properties. Help us build the structure that makes every promise we make to a homeowner actually hold. Company DescriptionSacred Ground Properties is a Native American and woman-owned roofing company based in Tulsa, Oklahoma. We serve residential and commercial clients by bringing calm to the chaos after storms through clear communication, trusted guidance, and dependable follow-through. Our team is built on safety, accountability, resilience, excellence, and the determination to finish what we start.Sacred Ground Properties is a Native American and woman-owned roofing company based in Tulsa, Oklahoma. We serve residential and commercial clients by bringing calm to the chaos after storms through clear communication, trusted guidance, and dependable follow-through. Our team is built on safety, accountability, resilience, excellence, and the determination to finish what we start.
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