Operations & Administrative Coordinator

Job Overview
We are seeking a dynamic and highly organized Operations & Administrative Coordinator to join our team. In this vital role, you will streamline daily operations, manage administrative functions, and support various departments to ensure smooth and efficient business processes. Your energetic approach and attention to detail will help foster a productive work environment, enhance team collaboration, and uphold high standards of office management. This position offers an exciting opportunity for someone passionate about operational excellence, administrative support, and team leadership.

Responsibilities

• Ensure effective communication with clients and internal teams by managing phone etiquette, email correspondence, and client communication protocols.
• Manage incoming leads, schedule appointments, and collect project details
• Enter accurate lead and project information into CRM and Google Calendar
• Prepare and send contracts, addendums, and change orders via DocuSign
• Follow up on unsigned contracts and proposals
• Coordinate installation schedules and deliveries
• Track post-appointment details, payments, and job status
• Handle inbound customer calls regarding service, warranty, or material-only requests
• Document all activities accurately in CRM and maintain physical project files
• Support the sales and production teams with timely updates and reporting
• Maintain business license records and monitor renewals requirements

Skills & Qualifications:

• Strong organizational and administrative skills
• Proficient with CRM systems, DocuSign, Google Workspace
• Exceptional communication skills—both written and verbal—with professional phone etiquette.
• Customer service oriented with experience handling challenging calls
• Ability to work independently and take ownership of processes
• Detail-oriented with excellent record-keeping and documentation skills
• Ability to follow complex workflows and multi-step procedures
• Basic understanding of windows, doors, permits, and warranties (trainable)
• Reliable, trustworthy, and professional demeanor
• Excellent organizational skills with the ability to manage multiple priorities simultaneously in a fast-paced setting.

Preferred Experience:

• 2+ years in administrative, office, or operations support
• Experience in home improvement, construction, or installation services
• Experience supporting sales or project management teams
• Familiarity with contracts and payment schedules.
• Familiarity with office equipment such as printers, scanners, and phone systems; technical proficiency is essential.
• Experience in client communication, filing systems, calendar management, and office administration is highly desirable.

Join us in this exciting role where your organizational talents will drive operational success! We value energetic professionals eager to make a positive impact through proactive coordination and exceptional administrative support.

Pay: $28.00 - $35.00 per hour

Expected hours: 40.0 per week

Work Location: In person