Front Desk & Operations Coordinator

This is a fully remote position, open to applicants in New Jersey.

📋 Description

• Respond to and manage incoming customer inquiries.

• Collect necessary information for both residential and commercial projects.

• Input customer, project, measurement, scheduling, and job details into the company's software and spreadsheets.

• Ensure that job files are complete and follow up with customers for any missing information.

• Schedule estimates and on-site measurement appointments.

• Coordinate appointments among customers, estimators, and technicians.

• Confirm appointments and communicate any schedule changes.

• Document and enter measurements and job specifications accurately.

• Develop and manage daily schedules for technicians.

• Coordinate installations, measurements, service calls, and field appointments effectively.

• Address cancellations, rescheduling, technician changes, and any scheduling conflicts.

• Communicate schedule updates to both customers and technicians.

• Assist in maximizing technician productivity while ensuring realistic travel and completion schedules.

• Manage orders for products and materials.

• Liaise with vendors regarding pricing, specifications, availability, lead times, order status, and delivery timelines.

• Compare purchase information against job specifications prior to submitting orders.

• Follow up on delayed or incomplete orders and maintain records with vendors.

• Cross-check measurements across estimates, field measurements, orders, invoices, and job records.

• Verify dimensions, quantities, product types, finishes, hardware, and other specifications thoroughly.

• Escalate any questionable or inconsistent measurements before placing orders.

• Prepare and dispatch customer invoices.

• Follow up on outstanding balances and process customer payments efficiently.

• Maintain accurate records of payments and verify invoices against completed work.

• Assist in payroll preparation and confirm technician hours.

• Maintain administrative records and support management with operational tasks.

• Learn and utilize Smart Glazier, Microsoft 365, Outlook, Excel, Teams, Zoom, and other necessary tools.

• Aid in the implementation of software, modules, automations, and operational systems.

• Test workflows, identify inefficiencies, and help develop streamlined procedures.

⛳️ Requirements

• Exceptional written and verbal communication skills in American English.

• High level of attention to detail.

• Strong organizational and time-management abilities.

• Capability to manage multiple active projects simultaneously.

• Ability to work independently without constant supervision.

• Strong follow-through and accountability.

• Excellent computer proficiency with advanced skills in Microsoft Excel.

• Familiarity with Microsoft 365 and Outlook.

• Quick learning ability for unfamiliar software.

• Comfort with tape-measure measurements and fractions down to 1/16 of an inch.

• Willingness to cross-reference and triple-check critical information.

• Professional telephone etiquette and customer service skills.

• Ability to stay organized while managing last-minute changes and interruptions.

• Comfortable with regular communication via Microsoft Teams and Zoom video calls.

• Consistent availability from Monday to Friday, 9:00 AM-6:00 PM Eastern Time.

• Must possess a professional work-from-home setup with necessary equipment and reliable internet connectivity.

• Experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or similar fields is strongly preferred but not mandatory.

• Previous experience with Smart Glazier is advantageous but not required.

🏝️ Benefits

• Fully remote position.

• Professional work-from-home setup requirements include a modern computer, reliable high-speed internet, backup internet, power backup, noise-canceling headset, webcam, and a quiet private workspace.

• Monday-Friday work schedule, 9:00 AM-6:00 PM Eastern Time.

• Full-time employment.