Office Operations Coordinator

Job Description

Job Description

Position Summary

The Office Operations Coordinator is responsible for coordinating and supporting the daily operations of The Generator Guys L.L.C. This position serves as the communication hub between customers, technicians, the Sales Manager, subcontractors, utility companies, inspectors, and municipalities to ensure generator installations and service projects are completed efficiently, accurately, and professionally.

Essential Duties & Responsibilities

Project Coordination

• Coordinate generator installation and service projects from scheduling through completion.
• Prepare, submit, and track permit applications.
• Coordinate electrical inspections and maintain inspection schedules.
• Work with municipalities, inspectors, and utility companies throughout the installation process.
• Coordinate installation schedules with technicians, the Sales Manager, and subcontractors.
• Schedule and prioritize emergency service calls.
• Maintain accurate job documentation and project records.

Utility Coordination

• Contact utility companies to schedule disconnects, reconnects, and meter work for generator installations.
• Coordinate installation dates with customers and utility providers.
• Obtain, document, and maintain required utility control numbers.
• Communicate utility scheduling updates to customers and installation teams.

Customer Service

• Answer incoming telephone calls and emails professionally.
• Schedule consultations, installations, preventative maintenance, repairs, and warranty service.
• Provide customers with updates regarding permits, inspections, installation schedules, and project progress.
• Resolve customer questions and direct concerns to the appropriate team member.
• Maintain a high level of customer satisfaction throughout every project.

Sales Support

• Follow up on incoming customer inquiries and sales leads.
• Coordinate appointments between customers and the Sales Manager.
• Prepare and send estimates through Jobber in coordination with the Sales Manager.
• Track sales opportunities from initial inquiry through completed installation.
• Identify service and maintenance opportunities for existing customers.
• Earn a $200 commission for each qualifying sales lead that results in a completed generator installation, in accordance with company policy.

Operations Support

• Update and maintain customer spreadsheets and project tracking reports.
• Monitor PowerPlay daily for new leads, service opportunities, project progress, and workflow updates.
• Monitor the company email system and respond to or route communications promptly.
• Perform daily fleet monitoring and maintain fleet records.
• Purchase and manage Mobile Link monitoring subscriptions for customer generators.
• Maintain and update the RingCentral phone system to improve call routing and customer experience.
• Update and manage the company's social media platforms.
• Coordinate with subcontractors to ensure timely completion of assigned work.
• Maintain organized digital and paper job files.
• Support management with operational reporting and special projects as assigned.

Qualifications

• Previous experience in office administration, scheduling, customer service, or operations coordination preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to multitask and manage multiple projects simultaneously.
• Proficiency with Microsoft Office, Jobber, PowerPlay, RingCentral, email systems, and general office software.
• Ability to work independently while contributing as part of a team.
• Professional appearance and customer-focused attitude.
• Experience in the construction, generator, electrical, HVAC, or service industry is preferred but not required.

Preferred Skills

• Experience coordinating permits and inspections.
• Familiarity with utility company scheduling procedures.
• Knowledge of generator installation processes.
• Experience using CRM and scheduling software.
• Strong attention to detail and problem-solving abilities.