Operations Coordinator

Job Overview We are seeking an experienced and detail-oriented Operations Coordinator to become the “business glue” that keeps production, clients, vendors, and admin moving. This role is responsible for helping keep projects, systems, communication, and administrative functions running smoothly across the business. The ideal candidate is tech-savvy, process-oriented, and comfortable managing multiple responsibilities including CRM management, project coordination, AR/AP support, recruiting/onboarding, and basic marketing support. This person will work closely with leadership and become a key operational support role within the company. Responsibilities 1. Jobber Systems Management Become the internal expert on the company CRM (Jobber currently) and operational systems Maintain accurate lead, customer, and project records Manage pipeline updates, task tracking, workflows, and automation Help to create, improve, and maintain company processes and system organization Ensure project files, photos (through Company Cam), notes, and documentation remain organized and up to date Assist with reporting and tracking operational KPIs 2. Project Coordination Assist with scheduling projects, meetings, and appointments Coordinate communication between clients, subcontractors, vendors, and internal team members Track project milestones, selections, material deliveries, and follow-ups Help maintain project schedules and documentation Work alongside project manager(s) and leadership with administrative coordination Assist in ensuring change orders, approvals, and project communication are properly documented 3. Accounts Receivable / Accounts Payable Support Prepare and send invoices – per company policy Track outstanding invoices and follow up on receivables Assist with bill entry and vendor coordination Organize receipts, purchase records, and job-related financial documentation Coordinate with bookkeeping/accounting partners as needed Help maintain organized financial records and documentation by utilizing the QuickBooks system 4. Recruiting & Onboarding Post and manage job listings Screen applicants and coordinate interviews Assist with hiring and onboarding paperwork Help maintain employee files and onboarding checklists Coordinate orientation scheduling and training materials Support company hiring and staffing initiatives 5. Marketing & Client Experience Support Assist with social media posting and project updates Help collect customer reviews and testimonials Organize before-and-after project photos and marketing content Support email communication and customer follow-up initiatives Help maintain professional and organized customer experience throughout projects 6. All other duties as assigned by management Skills Highschool Diploma or GED Equivalent is required Leadership, Accountability, Management Ability to manage and instill company processes Coordinate schedules for in-house technicians, subcontractors, and vendors Experience in project financials – budget management Self-starter with strong problem-solving abilities Ability to maintain positive relationships with trade partners, employees and customers Coordination with Labor force on projects Validating Schedule Progression Complete project documentation, including schedules, reports, and close – out paperwork Maintaining client expectations and satisfaction Availability between the hours of 7 AM and 5 PM Proficient with Microsoft Office and/or Google Workspace High attention to detail and follow-through Join us as an Operations Coordinator if you’re ready to bring energy into every task you undertake! Your proactive mindset will help us elevate our operational excellence while fostering a positive workplace culture built on teamwork and efficiency. Pay: $40,000.00 - $45,000.00 per year Benefits: 401(k) Dental insurance Flexible schedule Health insurance Paid time off Vision insurance Work Location: Hybrid remote in Holt, MI 48842