Office Operations Coordinator

About The Company

For over a decade, GroundBreakers, a 100% veteran and women owned company, has been a trusted leader in complete utility management services. With a proven track record of customer satisfaction and a reputation for excellence, we leverage advanced equipment, experienced union operators, and cutting-edge technology to stay at the forefront of the industry. We take pride in delivering every project with the highest standards of safety, efficiency, and productivity.

Position Overview

The Office Operations Coordinator plays a key role in supporting daily business operations and ensuring exceptional customer service across our service lines, including hydrovac excavation, pipeline CCTV inspection, hydro jetting, and private utility locating. This position is responsible for managing customer communications, assisting in scheduling jobs, preparing estimates, reviewing project data for accuracy, and handling administrative functions that support efficient workflow and service delivery. The ideal candidate is highly organized, detail-oriented, and able to effectively multitask in a fast-paced environment while maintaining professionalism and a strong commitment to customer satisfaction.

Responsibilities

Customer Service & Operations Support

• Serve as the primary point of contact for customers, responding to inquiries, resolving concerns, and coordinating service requests.
• Manage inbound and outbound customer communications in a professional and timely manner.
• Manage and monitor the operations email inbox, ensuring timely responses, routing communications to appropriate team members, and tracking customer requests, service updates, and operational correspondence.
• Gather and document job requirements, site information, and project scope details.
• Onboard new customers, including collecting and maintaining required documentation such as W-9s and Certificates of Insurance (COIs).
• Review customer files and project documentation to provide accurate information and support to clients.
• Identify customer needs and recommend appropriate service solutions, including hydrovac excavation, CCTV inspection, hydro jetting, and utility locating services.
• Assist with coordinating daily work schedules, field operations, and resource allocation to support timely and efficient project execution.
• Review daily job tickets to verify billing, payroll, and operational accuracy.

Sales & Project Coordination

• Support customer retention efforts by maintaining client relationships and following up on leads, quotes, and service opportunities.
• Assist with the preparation of estimates and proposals for service offerings.
• Coordinate with field operations personnel to ensure accurate pricing, scheduling, and project execution.
• Maintain organized records of estimates, contracts, and project-related documentation.
• Submit and manage 811 locate requests through applicable state One-Call systems as required.

Administrative Support

• Assist with reporting, data entry, recordkeeping, and document management activities.
• Coordinate new hire onboarding documentation and maintain personnel records.
• Maintain electronic employee files and track employee certifications, qualifications, and training requirements.
• Monitor and track fleet maintenance schedules and related documentation.
• Provide general administrative and operational support as needed to ensure efficient office operations.
• Perform additional duties and special projects as assigned.

Qualifications

• High school diploma or equivalent.
• Strong communication, customer service, and problem-solving skills.
• Basic computer skills (Microsoft Office: Excel, Word, Outlook).
• Experience with CRM or estimating software preferred.
• Strong organizational and attention-to-detail skills.
• Professional communication (written and verbal).
• Ability to multitask in a fast-paced environment.
• Reliable, self-motivated, and team-oriented.
• Eagerness to learn technical services and industry terminology.
• Experience in construction, utilities, or industrial services preferred.
• Familiarity with underground utilities, hydrovac, or pipeline services preferred.

Benefits

• Competitive Hourly Pay.
• Comprehensive Health, Dental, and Vision Insurance.
• Supplemental/Ancillary Benefits Available.
• Company-Paid Life Insurance and Short-Term Disability (STD) Coverage
• 401(k) Retirement Plan
• Generous Paid Time Off (PTO)
• Paid Holidays
• Supportive Team Environment and Excellent Company Culture.
• Opportunity for Long-Term Growth and Career Development.