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 company software and spreadsheets.

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

• Arrange estimates and on-site measurement appointments.

• Coordinate appointments among customers, estimators, and technicians.

• Confirm appointments and inform about any schedule changes.

• Develop and oversee technicians' daily schedules.

• Organize installations, measurements, service calls, and field appointments.

• Manage cancellations, rescheduling, technician changes, and scheduling conflicts.

• Relay schedule updates to both customers and technicians.

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

• Oversee product and material orders.

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

• Compare purchase information with job specifications and follow up on any delayed or incomplete orders.

• Maintain organized communication with vendors and accurate purchase records.

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

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

• Escalate any questionable or inconsistent measurements before placing orders.

• Prepare and send customer invoices.

• Follow up on outstanding balances and process customer payments.

• Keep accurate payment records and reconcile invoices against completed work.

• Assist management with payroll preparation and employee time tracking.

• Verify technician hours prior to payroll submission.

• Maintain administrative records and support operational duties.

• Learn and utilize Smart Glazier, Microsoft 365, Outlook, and Excel.

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

• Test workflows, identify inefficiencies, and help create streamlined processes.

⛳️ Requirements

• Outstanding written and verbal communication skills in American English.

• Exceptional attention to detail.

• Strong organizational and time-management capabilities.

• Ability to manage multiple active projects at the same time.

• Capability to work independently without constant oversight.

• Strong follow-through and sense of accountability.

• Proficient computer skills with advanced Microsoft Excel abilities.

• Experience with Microsoft 365 and Outlook.

• Quick learner of unfamiliar software.

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

• Willingness to cross-reference and thoroughly check important information.

• Professional telephone etiquette and customer service skills.

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

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

• Candidates must be consistently available Monday to Friday, from 9:00 AM to 6:00 PM Eastern Time.

• Must possess a modern computer capable of effectively running necessary company software.

• Reliable high-speed internet, backup internet, and power backup are mandatory.

• A quality noise-canceling headset, webcam, and a quiet, private, professional workspace are required.

• Experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or a related field is highly preferred but not essential.

• Previous experience with Smart Glazier is an advantage but not required.

🏝️ Benefits

• Fully remote position.

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

• Monday to Friday schedule, from 9:00 AM to 6:00 PM Eastern Time.

• Full-time employment.