OFFICE OPERATIONS COORDINATOR - CONSTRUCTION & SERVICE
Full-time
Infrahire
InfraHire is hiring for Office Operations Coordinator
New Construction Support:
- Set up and maintain accurate job and project information in SimPro.
- Organize and manage electronic project files, contracts, drawings, correspondence, change orders, billing documents, and closeout files.
- Track and support scheduling, readiness, permits, inspections, and open items for new construction projects.
- Facilitate administrative handoffs and coordination between estimating, project management, field production, and warehouse/fleet teams.
- Assist with progress billing and ensure billing-readiness and administrative closeout of completed projects.
- Maintain recurring reporting and identify missing or stalled administrative items.
Service & Replacement Support:
- Assist with customer scheduling, appointment coordination, and customer communications.
- Maintain and update job, customer, equipment, and scheduling information in SimPro.
- Support communication among customers, technicians, installers, and leadership.
- Track jobs needing administrative follow-up and ensure documentation for billing.
- Manage administrative handoffs and scheduling for replacement projects.
- Administer warranty, callback, return-work, and maintenance agreements.
- Support maintenance scheduling, reminders, renewals, and recordkeeping.
- Provide backup for phone and customer service coverage as needed.
Office Operations & Cross-Training:
- Provide professional phone and customer service coverage.
- Keep shared files, records, and administrative documents organized.
- Assist with billing, accounts receivable, and administrative reporting.
- Identify and escalate missing information or stalled work.
- Cross-train in office responsibilities to ensure reliable department coverage.
- Follow established SOPs/checklists and contribute to process improvements.
- Progress from accurate task execution toward independent ownership of recurring administrative workflows.
Desired Skills & Attributes:
- Dependable attendance and consistent follow-through.
- Strong organizational skills and ability to manage multiple priorities.
- Professional and clear communication abilities.
- Comfort with learning new software, workflows, and job-management systems.
- Attention to detail and deadline awareness.
- Proactive in resolving missing information and preventing workflow stalls.
- Able to work effectively with customers, field staff, managers, and warehouse teams.
- Interest in construction, HVAC, skilled trades, scheduling, or operations.
- Desire to grow into process ownership and increased responsibility.
Helpful Experience:
- Background in construction administration or project coordination.
- Experience with scheduling, dispatch, or production coordination.
- Familiarity with skilled trades (HVAC, plumbing, electrical, construction).
- Customer service and phone communication skills.
- Support with billing or accounts receivable.
- Experience with CRM, ERP, field-service, or job-management software (SimPro preferred).
- Proficiency with Google Workspace or Microsoft Office.
- Experience in electronic document management and administrative reporting.
InfraHire is an equal Opportunity employer.
New Construction Support:
- Set up and maintain accurate job and project information in SimPro.
- Organize and manage electronic project files, contracts, drawings, correspondence, change orders, billing documents, and closeout files.
- Track and support scheduling, readiness, permits, inspections, and open items for new construction projects.
- Facilitate administrative handoffs and coordination between estimating, project management, field production, and warehouse/fleet teams.
- Assist with progress billing and ensure billing-readiness and administrative closeout of completed projects.
- Maintain recurring reporting and identify missing or stalled administrative items.
Service & Replacement Support:
- Assist with customer scheduling, appointment coordination, and customer communications.
- Maintain and update job, customer, equipment, and scheduling information in SimPro.
- Support communication among customers, technicians, installers, and leadership.
- Track jobs needing administrative follow-up and ensure documentation for billing.
- Manage administrative handoffs and scheduling for replacement projects.
- Administer warranty, callback, return-work, and maintenance agreements.
- Support maintenance scheduling, reminders, renewals, and recordkeeping.
- Provide backup for phone and customer service coverage as needed.
Office Operations & Cross-Training:
- Provide professional phone and customer service coverage.
- Keep shared files, records, and administrative documents organized.
- Assist with billing, accounts receivable, and administrative reporting.
- Identify and escalate missing information or stalled work.
- Cross-train in office responsibilities to ensure reliable department coverage.
- Follow established SOPs/checklists and contribute to process improvements.
- Progress from accurate task execution toward independent ownership of recurring administrative workflows.
Desired Skills & Attributes:
- Dependable attendance and consistent follow-through.
- Strong organizational skills and ability to manage multiple priorities.
- Professional and clear communication abilities.
- Comfort with learning new software, workflows, and job-management systems.
- Attention to detail and deadline awareness.
- Proactive in resolving missing information and preventing workflow stalls.
- Able to work effectively with customers, field staff, managers, and warehouse teams.
- Interest in construction, HVAC, skilled trades, scheduling, or operations.
- Desire to grow into process ownership and increased responsibility.
Helpful Experience:
- Background in construction administration or project coordination.
- Experience with scheduling, dispatch, or production coordination.
- Familiarity with skilled trades (HVAC, plumbing, electrical, construction).
- Customer service and phone communication skills.
- Support with billing or accounts receivable.
- Experience with CRM, ERP, field-service, or job-management software (SimPro preferred).
- Proficiency with Google Workspace or Microsoft Office.
- Experience in electronic document management and administrative reporting.
InfraHire is an equal Opportunity employer.
Vacancy posted 2 days ago
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