US BASED REMOTE FRONT DESK & OPERATIONS COORDINATOR

Please send your CV and voicemail at [email protected] Position Overview We are a New Jersey-based glazing company specializing in residential and commercial glass installation. We are seeking an extremely organized, detail-oriented, and dependable Front Desk & Operations Coordinator to manage the administrative flow of jobs from the initial customer inquiry through scheduling, ordering, installation, invoicing, and payment. This is much more than a traditional receptionist position. The person in this role will serve as a central point of coordination between customers, estimators, technicians, management, and vendors. Because measurements, product specifications, scheduling, and ordering must be highly accurate, the ideal candidate is someone who naturally double- and triple-checks their work, catches inconsistencies before they become problems, and enjoys creating organized systems. Key Responsibilities Customer Intake & Job Setup • Answer and manage incoming customer inquiries professionally. • Gather all required information for new residential and commercial jobs. • Accurately enter customer, project, measurement, scheduling, and job information into the appropriate company software and spreadsheets. • Make sure job files are complete before moving them to the next stage. • Follow up with customers when additional information is required. Estimating & Measurement Scheduling • Schedule estimates and on-site measuring appointments. • Coordinate appointments between customers and company estimators/technicians. • Confirm appointments and communicate schedule changes. • Ensure measurements and job specifications are properly documented and entered into the system. Technician Scheduling & Dispatch Coordination • Build and manage technicians' daily schedules. • Coordinate installations, measurements, service calls, and other field appointments. • Handle last-minute customer cancellations, rescheduling, technician changes, and other scheduling conflicts. • Communicate schedule updates quickly and clearly to customers and technicians. • Help maximize technician productivity while maintaining realistic travel and job-completion schedules. Ordering & Vendor Coordination • Manage product and material orders for jobs. • Communicate directly with vendors regarding pricing, product specifications, availability, lead times, order status, and delivery timelines. • Compare purchase information against job specifications before submitting orders. • Follow up on delayed or incomplete orders. • Maintain organized records of vendor communications and purchase information. Measurement & Order Accuracy Accuracy is a critical part of this position. The coordinator will be expected to: • Cross-reference measurements between estimates, field measurements, orders, invoices, and job records. • Double- and triple-check measurements before orders are finalized. • Identify conflicting or missing information before it causes a costly mistake. • Verify dimensions, quantities, product types, finishes, hardware, and other job specifications. • Escalate questionable or inconsistent measurements before an order is placed. Candidates must be comfortable reading and working with tape-measure measurements and fractions down to 1/16 of an inch, including measurements such as 24 15/16", 37 7/16", and 48 3/8". Invoicing & Payments • Prepare and send customer invoices. • Follow up regarding outstanding balances when necessary. • Process customer payments according to company procedures. • Maintain accurate payment records. • Verify that invoices correspond correctly with completed work and job information. Payroll & Administrative Support • Assist management with payroll preparation and employee time information. • Verify technician hours and related information before payroll is submitted. • Maintain accurate administrative records. • Assist management with other operational and administrative responsibilities as needed. Software & Process Improvement • Learn and utilize Smart Glazier. • Work extensively with Microsoft 365, Outlook, and Excel. • Help implement new software, modules, automations, and operational systems. • Test new workflows and identify repetitive or inefficient processes. • Help management create more organized and streamlined procedures. • Learn new software and technology quickly. Required Qualifications • Excellent written and verbal American English communication skills. • Exceptional attention to detail. • Strong organizational and time-management skills. • Ability to manage multiple active jobs simultaneously. • Ability to work independently without constant supervision. • Strong follow-through and accountability. • Excellent computer skills and strong Microsoft Excel skills. • Experience using Microsoft 365 and Outlook. • Ability to learn unfamiliar software quickly. • Comfort working with tape-measure measurements and fractions down to 1/16 of an inch. • Ability and willingness to cross-reference and triple-check important information. • Professional telephone and customer-service skills. • Ability to remain organized while handling last-minute changes and interruptions. • Comfortable communicating regularly through video calls using Microsoft Teams and Zoom. Experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or a similar field is strongly preferred but not required for an exceptional candidate who learns quickly. Ideal Candidate • Notices when one number does not match another. • Naturally checks their work before submitting it. • Enjoys organizing complicated information. • Can manage many moving parts at once without losing track of the details. • Is comfortable asking questions when something does not look correct. • Learns new systems quickly. • Communicates clearly and professionally with both customers and technicians. • Takes ownership of problems until they are resolved. • Is proactive rather than waiting to be told every next step. • Enjoys finding better, faster, and more organized ways to operate. In this position, accuracy is just as important as speed. A small measurement, ordering, or scheduling mistake can create significant delays and costs, so we are looking for someone who takes pride in getting things right. Remote Work Requirements This is a 100% remote position. Candidates must have their own professional work-from-home setup, including: • Modern, updated computer capable of efficiently running all required company software. • Reliable high-speed internet connection. • Reliable backup internet connection. • Reliable power backup solution. • Quality noise-canceling headset. • Webcam. • Quiet, private, and professional workspace. • Ability to participate professionally in Microsoft Teams and Zoom video meetings. • Ability to work uninterrupted during scheduled business hours. Schedule Monday-Friday | 9:00 AM-6:00 PM Eastern Time Candidates must be consistently available during these hours. Systems Used • Smart Glazier • Microsoft 365 • Microsoft Outlook • Microsoft Excel • Microsoft Teams • Additional software and operational tools as implemented Prior Smart Glazier experience is a plus but is not required. The ability to quickly learn and confidently use new software is required. What Success Looks Like • Every incoming job is entered correctly. • Estimates and measurements are scheduled promptly. • Technicians know exactly where they need to be and when. • Customers receive clear communication. • Orders match the actual measurements and job specifications. • Vendors are followed up with consistently. • Invoices and payments are processed accurately. • Management has reliable information. • Fewer mistakes occur because details are caught before they become problems. • Company processes become more organized and efficient over time.