Branch Operations Coordinator

Description:

CCS is seeking a highly organized and proactive Branch Operations Coordinator to support our Thomasville office. This role serves as the operational hub of the branch by providing administrative support to the sales and service teams, coordinating field service activities, managing office operations, and overseeing warehouse and inventory functions. The successful candidate will be detail-oriented, customer-focused, and capable of balancing multiple responsibilities in a fast-paced industrial service environment.

Key Responsibilities

Office Administration & Operations

• Serve as the primary administrative contact for the Thomasville office.
• Maintain regular office hours (7:00 AM to 4:00 PM) and oversee day-to-day office operations.
• Coordinate facility maintenance, vendor services, and general office management activities.
• Assist with bookkeeping functions, including accounts payable and accounts receivable support.
• Support purchasing activities, including purchase order generation, vendor communication, and material tracking.
• Maintain office records, customer files, and operational documentation.
• Answer incoming calls and customer inquiries in a professional and timely manner.

Service Administration & Scheduling

• Create and manage service tickets within CCS's field service management and ERP systems.
• Coordinate and maintain the schedules of Thomasville-based field service technicians.
• Schedule service calls, startups, maintenance visits, and emergency response activities with customers.
• Ensure work orders, service reports, and job documentation are complete and properly maintained.
• Review technician job tickets and service reports for accuracy, completeness, professionalism, and technical clarity.
• Verify reports contain thorough descriptions of work performed, findings, recommendations, and supporting documentation.
• Proofread and edit customer-facing reports to ensure proper grammar, spelling, punctuation, and professional presentation.
• Work closely with technicians to improve report quality and maintain documentation standards.
• Assist with job closeout and invoicing activities.

Warehouse & Inventory Management

• Receive, inspect, unload, and document incoming shipments.
• Organize and maintain warehouse inventory in a safe and efficient manner.
• Maintain accurate inventory records and perform routine inventory counts.
• Prepare and kit project and service materials for technicians and upcoming jobs.
• Coordinate shipping and receiving activities.
• Track inventory levels and assist with replenishment purchasing.
• Maintain organization of tools, equipment, and warehouse storage areas.

Requirements:

• Minimum of three years of experience in office administration, operations coordination, inventory management, customer service, or a related role.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Experience utilizing ERP, inventory management, field service management, or similar business software systems.
• Excellent written and verbal communication skills with strong grammar, spelling, proofreading, and professional writing abilities.
• Ability to review, edit, and improve customer-facing service reports and technical documentation.
• Strong organizational, time management, and multitasking skills with the ability to manage competing priorities.
• Ability to communicate effectively with customers, technicians, vendors, and internal team members.
• Experience supporting purchasing, accounts payable, accounts receivable, and general bookkeeping activities.
• Ability to work independently while maintaining a high level of accuracy and attention to detail.
• Valid driver's license and ability to occasionally lift and move materials weighing up to 50 pounds.

Preferred Qualifications & Skills

• General knowledge of boiler room equipment, combustion systems, burners, controls, pumps, valves, steam systems, or related industrial equipment.
• Experience in an industrial, mechanical service, manufacturing, construction, or related environment.
• Forklift certification or the ability to obtain certification is a plus.