Operations Coordinator

Job Description

Job Description

Operations CoordinatorOverview

The Operations Coordinator at Arcem Entry Systems plays a crucial role in ensuring the smooth operation of our operations department. This role is responsible for organizing and processing orders, confirmation of accuracy on orders, and maintaining high levels of customer satisfaction through effective communication and meticulous organization.  This position is a direct support role to the Install and Services Dispatchers, but reports to the Production Manager, and is a pivotal member of the overall operations team.

Key Responsibilities:

• Ordering : Efficiently and accurately place all orders with various vendors over multiple platforms.
• Vendor Management : Maintain open and consistent communication with vendors to track product lead times, ensuring they meet delivery commitments. Keep detailed records of expected material arrival dates for each job and proactively monitor for any delays
• Order Confirmation: Carefully review order acknowledgements to verify the accuracy of incoming materials and communicate any discrepancies.
• Customer Communication: Act as the primary point of contact for new service requests, providing prompt, courteous, and clear communication to address all customer inquiries, and set up our technicians for success.
• Cross-Departmental Communication : Facilitate effective communication between customers, sales teams, and technicians to ensure a cohesive approach to customer satisfaction.
• Documentation and Reporting: Responsible for meticulously managing and organizing all paperwork related to service and install jobs, ensuring that the Install and Service Dispatchers are set up for success... This includes entry of technician truck reports and maintaining up-to-date records in vendor compliance portals. Additionally, this role handles various operational reporting as required, supporting the overall operational integrity and compliance of the operations department.

Working Hours and Availability:

• Regular Hours: Monday through Friday, 8:30AM, until 5PM.
• On-Call Requirement: The role includes carrying the on-call phone on a rotating basis, which is held for one week at a time throughout various times of the year to ensure responsiveness to urgent customer service requests outside of normal working hours.

Qualifications:

• Meticulous attention to detail is essential.
• Excellent organizational and multitasking abilities.
• Strong customer service and communication skills.
• Proficient in using a variety of internet-based software applications as well as Microsoft Office Suite products
• Ability to work under pressure and adapt to changing situations at any given moment.
• Known to be a proactive problem solver.

Education and Experience:

• High School Diploma or equivalent.
• Previous customer service experience is preferred.

Benefits:

• Competitive compensation and benefits package.
• Opportunities for professional growth and development.
• A dynamic work environment where you can be part of a competitive team dedicated to excellence and customer satisfaction.

Do Apply If:

• You excel in fast-paced environments: Thriving when the clock is ticking, you're the one who can sort it all out before the buzzer sounds. Imagine being in an escape room where quick thinking and precision save the day—that's the kind of challenge you love.
• You've got an eagle eye for details: Whether it's spotting the subtlest differences or catching tiny errors, you handle details with the focus of a detective on a case.
• You're the ultimate organizer: Keeping everyone informed and connected is your superpower, making sure no detail slips through the cracks.
• You're a proactive problem-solver: When potential issues loom, you're already plotting the solutions, staying two steps ahead of the game.
• You bring the energy of a hype squad: Your positive vibe is contagious, keeping the team motivated and the atmosphere upbeat, even under pressure.