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 for any missing information

• Arrange estimates and on-site measurement appointments

• Coordinate appointments among customers, estimators, and technicians

• Confirm appointments and notify of any schedule changes

• Document and enter measurements along with job specifications

• Create and manage daily schedules for technicians

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

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

• Communicate schedule updates to customers and technicians

• Manage orders for products and materials

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

• Compare purchasing details with job specifications and follow up on delayed or incomplete orders

• Keep organized records of vendor communication and purchases

• Cross-reference measurements between estimates, field measurements, orders, invoices, and job records

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

• Escalate any questionable or inconsistent measurements

• Prepare and send invoices to customers

• Follow up on outstanding balances and process customer payments

• Maintain accurate payment records and verify invoices against completed work

• Assist with payroll preparation and employee time tracking

• Verify technician hours prior to payroll submission

• Maintain administrative records

• Learn and use Smart Glazier, Microsoft 365, Outlook, and Excel

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

• Identify inefficient processes and help develop streamlined procedures

⛳️ Requirements

• Outstanding written and verbal communication skills in American English

• Exceptional attention to detail

• Strong organizational and time-management abilities

• Capacity to manage multiple active projects simultaneously

• Ability to work independently with minimal supervision

• Strong follow-through and accountability

• Excellent computer skills, particularly in Microsoft Excel

• Familiarity with Microsoft 365 and Outlook

• Quick learner of unfamiliar software

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

• Willingness to cross-reference and triple-check crucial information

• Professional telephone etiquette and customer service skills

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

• Comfortable using Microsoft Teams and Zoom for communication

• Consistent availability Monday through Friday from 9:00 AM to 6:00 PM Eastern Time

• Must have a professional work-from-home setup with necessary equipment and uninterrupted availability during scheduled hours

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

• Prior experience with Smart Glazier is a plus but not required

• Ability to quickly learn and confidently utilize new software is essential

🏝️ Benefits

• Fully remote position

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