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 prior to progression

• Follow up with customers for any missing information

• Arrange estimates and on-site measurement appointments

• Coordinate appointments between customers and estimators/technicians

• Confirm appointments and communicate any scheduling changes

• Document and record measurements and job specifications

• Develop and manage technicians' daily schedules

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

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

• Communicate schedule updates to both customers and technicians

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

• Oversee product and material orders

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

• Cross-check purchase information against job specifications prior to order submission

• Follow up on delayed or incomplete orders

• Maintain communication with vendors and keep purchase records

• Cross-reference measurements across 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 dispatch customer invoices

• Follow up on outstanding balances

• Process customer payments and maintain payment records

• Ensure invoices align with completed work and job details

• Assist in payroll preparation and manage employee time information

• Verify technician hours prior to payroll submission

• Maintain administrative records

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

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

• Test workflows and identify inefficient processes

• Help create organized and efficient procedures

• Provide reliable information to management to enhance operational efficiency

⛳️ Requirements

• Exceptional written and verbal communication skills in American English

• Outstanding attention to detail

• Strong organizational and time management abilities

• Capacity to manage multiple active jobs concurrently

• Ability to work independently without continuous supervision

• Strong follow-through and accountability

• Excellent computer skills with advanced Microsoft Excel proficiency

• 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 triple-check critical information

• Professional telephone and customer service skills

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

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

• Candidates should have a modern, updated computer that can efficiently run all required company software

• Candidates must possess a reliable high-speed internet connection, backup internet connection, and power backup solution

• Quality noise-canceling headset

• Webcam

• A quiet, private, and professional workspace

• Ability to work uninterrupted during scheduled business hours

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

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

• Previous experience with Smart Glazier is a plus but not mandatory

🏝️ Benefits

• 100% remote work

• Own professional work-from-home setup

• Reliable high-speed internet connection

• Reliable backup internet connection

• Reliable power backup solution