Front Desk & Operations Coordinator

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

📋 Description

• Respond to and manage incoming inquiries from customers

• Collect necessary information for both residential and commercial projects

• Input customer, project, measurement, scheduling, and job data into company software and spreadsheets

• Ensure all job files are complete prior to progression

• Follow up with customers to obtain any missing information

• Arrange estimates and on-site measurement appointments

• Coordinate appointments between customers and estimators/technicians

• Confirm appointments and notify of any schedule changes

• Document and log measurements along with job specifications

• Develop and oversee technicians' daily schedules

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

• Manage cancellations, rescheduling, technician adjustments, and scheduling conflicts

• Communicate schedule updates to both customers and technicians

• Assist in maximizing technician productivity while keeping schedules realistic

• Handle product and material orders

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

• Compare purchase details with job specifications

• Follow up on delayed or incomplete orders

• Maintain communication with vendors and records of purchases

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

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

• Escalate any questionable or inconsistent measurements

• Prepare and dispatch customer invoices

• Follow up on outstanding balances

• Process customer payments and keep payment records

• Validate invoices against completed work and job details

• Assist in payroll preparation and employee time tracking

• Confirm technician hours prior to payroll submission

• Maintain administrative records

• Acquire knowledge and utilize Smart Glazier, Microsoft 365, Outlook, and Excel

• Assist in implementing software, modules, automations, and operational systems

• Test workflows and identify inefficient processes

• Contribute to the creation of organized and efficient procedures

• Support management with operational and administrative duties

⛳️ Requirements

• Excellent written and verbal communication skills in American English

• Outstanding attention to detail

• Strong organizational and time-management abilities

• Capability to manage multiple active projects simultaneously

• Ability to work independently without continuous supervision

• Strong follow-through and accountability

• Proficient computer skills with advanced Microsoft Excel knowledge

• Experience with Microsoft 365 and Outlook

• Quick learner when it comes to unfamiliar software

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

• Willingness to cross-reference and thoroughly verify important information

• Professional telephone etiquette and customer-service skills

• Ability to remain organized amidst last-minute changes and interruptions

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

• Previous experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or a related field is highly preferred but not mandatory

• Modern, updated computer capable of efficiently running all required company software

• Reliable high-speed internet connection

• Ability to participate professionally in Microsoft Teams and Zoom video meetings

• Capability to work without interruption during scheduled business hours

• Prior experience with Smart Glazier is an advantage but not required

• Must be able to quickly learn and confidently utilize new software

🏝️ Benefits

• 100% remote position

• Own professional work-from-home setup

• Reliable backup internet connection

• Reliable power backup solution

• Quality noise-canceling headset

• Webcam

• Quiet, private, and professional workspace

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