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 residential and commercial projects.

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

• Ensure job files are comprehensive and follow up on any missing information.

• Schedule estimates and on-site measurement appointments.

• Coordinate appointments among customers, estimators, and technicians.

• Confirm appointments and relay any schedule changes.

• Develop and manage daily schedules for technicians.

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

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

• Communicate schedule updates to customers and technicians.

• Oversee product and material orders.

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

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

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

• Escalate any questionable or inconsistent measurements before placing orders.

• Prepare and send invoices to customers.

• Follow up on outstanding balances and process customer payments.

• Maintain accurate records of payments.

• Assist with payroll preparation and confirm technician hours.

• Keep administrative records up to date.

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

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

• Test workflows and enhance inefficient processes.

• Help develop organized and efficient procedures.

⛳️ Requirements

• Excellent written and verbal communication skills in American English.

• Exceptional attention to detail.

• Strong organizational and time-management capabilities.

• Ability to manage multiple active projects simultaneously.

• Capability to work independently without constant supervision.

• Strong follow-through and accountability.

• Proficient computer skills with strong expertise in Microsoft Excel.

• Experience using Microsoft 365 and Outlook.

• Ability to quickly learn new 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 and customer service skills.

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

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

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

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

• Must possess a modern computer, reliable primary and backup internet, dependable power backup, headset, webcam, and a professional workspace.

🏝️ Benefits

• 100% remote work position.

• Own professional work-from-home setup.

• Modern, updated computer capable of running the required company software.

• Reliable high-speed internet connection.

• Reliable backup internet connection.

• Dependable power backup solution.

• Quality noise-canceling headset.

• Webcam.

• Quiet, private, and professional workspace.

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