Operations Coordinator

Job Description

Job Description

Description:

About the Company:

GSI (Glass Solutions, Inc) is a regional commercial contractor with over 25 years of experience providing the highest-quality commercial glass services in the Midwest. We specialize in exterior facades, tenant improvements and specialty glazing on new, existing, and renovated building projects. We have consistently ranked as one of the Top 50 Contract Glaziers in USGlass Magazine since 2016. At GSI, people always come first. We foster an entrepreneurial culture where team members can share ideas, be creative, learn new skills, and grow their careers.

About the Job:

The Operations Coordinator supports the Operations team by coordinating project-related activities, tracking operational metrics, and ensuring follow-through across project managers, foremen, manufacturing, and leadership. This role is highly detail-oriented and plays a critical part in keeping projects and operational initiatives organized, documented, and moving forward. The Operations Coordinator is responsible for meeting coordination, reporting, tracking commitments, maintaining accurate records to support effective decision-making and operational execution, and providing essential administrative and office support functions.

• Employment Type: Full time
• Hours: M-F, 7:00 am – 4:00 pm
• Compensation Range, including potential bonuses: $25-$27/hr
• Location: Itasca, IL- In office role

Responsibilities:

Includes, but not limited to:

• Assist with tracking cost-to-complete (CTC), revenue projections, Gantt schedules, and other operational metrics.
• Track change order requests and support follow-up to ensure timely review and processing.
• Follow up on billing projections and open invoice approvals to support accurate and timely billing.
• Monitor and confirm that assigned operational and compliance-related tasks are completed throughout the year.
• Prepare agendas, schedule meetings, and manage calendar invites for project manager meetings, foreman meetings, operations leadership meetings, and job-specific operations meetings.
• Attend meetings, capture detailed meeting minutes, document action items with due dates, and follow up to ensure completion.
• Support internal communication by following up on emails, quote requests, and shipping date confirmations.
• Ensure vacation time and approved remote work schedules are accurately reflected on shared calendars.
• Provide calendar management support for Operations leadership as needed.
• Schedule recurring check-ins and reviews, including mid-year and year-end performance reviews.
• Manage time entry support and review for accuracy and completeness.
• Review timesheets against schedules and follow up on schedule changes or missing timesheets.
• Enter field timesheets and facilitate correspondence between field staff and Project Managers.
• Process and track foreman and PM expense reports, including monitoring approvals and maintaining records.
• Assist with entering field expense reports into Acumatica.
• Organize and sort all vendor invoices alphabetically.
• Match invoices to checks and submit them to the COO for approval.
• Distribute incoming mail and coordinate outgoing mail and deliveries.
• Maintain shared office spaces, including ensuring the kitchen remains clean and organized throughout the day, which includes loading and emptying the dishwasher as needed.
• Answer and direct calls on the main phone line in a professional and courteous manner.
• Greet and assist visitors, vendors, and guests upon arrival to the office.
• Provide general office administrative support as needed to support daily operations.
• Mail checks to vendors.

About the Person:

We are looking for someone that is organized, dependable, self-motivated, and proactive, with a strong attention to detail and follow-through. This person is accountable and comfortable holding others accountable in a professional way, can prioritize multiple tasks, meet deadlines, and ask for clarification when expectations are unclear. They are resourceful by nature, seeking out answers and solutions before escalating questions, and enjoy supporting multiple teams, keeping work on track, and ensuring nothing falls through the cracks in a fast-paced construction environment.

Qualifications:

• 2+ years of experience in operations, project coordination, or administrative support within construction, manufacturing, or a related industry.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, including the ability to document clear meeting minutes and action items.
• Proficiency with Microsoft Office (Outlook, Excel, Word, and Project) and familiarity with scheduling or project management tools.
• High attention to detail with consistent follow-up to ensure tasks and commitments are completed.
• Ability to work collaboratively across teams while handling sensitive or confidential information appropriately.

Why You’ll Love Working at GSI:

At GSI, we value our people as much as the work that we do. Here’s what makes working here a great experience:

• Time Away : Vacation, holiday pay, and sick pay so you can recharge when you need it.
• Peace of Mind : Employer-paid Short-Term Disability (STD), Long-Term Disability (LTD), and Voluntary Life coverage.
• Support When You Need It : Access to our Employee Assistance Program (EAP) for confidential guidance and resources.
• Health & Wellness : Medical, dental, and vision insurance options available.
• Savings & Flexibility : Flexible Spending Accounts (FSAs), company contributions to Health Savings Accounts (HSAs), and a 401K with company match.
• Career Growth : Opportunities to learn, grow, and advance your career in the construction industry.
• Team Culture : Work alongside some pretty great people who are passionate about what they do.