Operations Coordinator

Job Summary:
We are seeking an organized and dynamic Operations Coordinator to join our Fire Protection Service group and supervise a team responsible for managing field activities, billing, and administrative tasks for our service technicians. The ideal candidate will have strong leadership, multitasking, and problem-solving skills to ensure smooth and efficient operations while maintaining high levels of customer satisfaction and field productivity.

Key Responsibilities:

• Supervise, train, and support service coordinators and administrative staff.
• Monitor workload distribution and performance to meet operational goals.
• Foster a collaborative team environment focused on continuous improvement and customer service excellence.

• Monitor and adjust dispatch plans to ensure minimal downtime, travel time, and optimal field productivity.
• Oversee the progress and completion of approximately 300-400 work orders weekly, ensuring accuracy and timely updates.
• Maintain a preventive maintenance schedule and prioritize work orders based on customer needs and operational goals.

• Supervise the creation, processing, and reconciliation of financial documents, including pay orders, work orders, and purchase orders.
• Oversee the preparation and issuance of invoices for service jobs, verifying time and material accuracy.
• Oversee accounts receivable processes, including customer follow-ups, processing credits, and resolving billing issues.
• Prepare monthly accounts receivable reports and lead discussions during A/R meetings.

• Provide backup for service coordination, including taking emergency service calls, dispatching technicians, and maintaining scheduling boards.
• Oversee inspection follow-ups, permits, and fee processing.
• Supervise data entry, document preparation, and distribution of departmental reports.
• Manage new customer setups, quote proofreading, and renewal communications.
• Manage reconciliation of special client work orders and subcontractor agreements.

• Lead weekly reviews of work order backlogs and coordinate planning efforts.
• Prepare and deliver month-end and other operational reports to management.
• Identify inefficiencies in processes and recommend improvements to enhance productivity and service delivery.

Qualifications:

• Bachelor's degree in Business Administration, Operations Management, or related field (or equivalent experience) preferred.
• 3+ years of experience in service coordination, dispatching, or related roles, with at least 1 year in a supervisory capacity.
• Strong knowledge of scheduling, dispatching, and work order management.
• Proficiency in financial and operational software systems (e.g., Penta, Excel).
• Exceptional organizational, communication, and leadership skills.
• Proven ability to manage competing priorities in a fast-paced environment.
• Familiarity with certified payroll reporting, vendor invoicing, and customer billing practices is preferred.

Preferred Skills:

• Experience in construction industry.
• Strong analytical skills and the ability to interpret financial and operational data.
• Background in customer service and collection efforts.