Administrative Operations Coordinator

A hands-on role for someone who thrives on keeping things organized, communicating with people, and making sure nothing falls through the cracks.

We’re a growing company, which means things move fast and your day rarely looks the same twice. This role sits at the center of our day-to-day operations. You’ll support our CEO and COO, our customers, coordinate with vendors, and keep internal processes running smoothly.

If you’re someone who naturally follows up, catches details others miss, and takes ownership without being asked, you’ll fit right in.

What You’ll Do

Customer & Vendor Coordination

Serve as a primary point of contact for customers

Set up new customers across internal and third-party systems, ensuring all information is accurate and complete

Answer incoming calls and assist with service requests and inquiries

Communicate updates clearly and consistently to clients and partners

Build and maintain strong working relationships

Operations & Administrative Support

Create and manage work orders, ensuring accuracy and timely follow-through

Process warranty paperwork and supporting documentation

Own the annual insurance audit process, including documentation, coordination with carriers, and follow-through to completion

Manage county permitting processes, including preparing and submitting applications and following up on approvals

Track and update information across systems with strong attention to detail

Provide general administrative support to keep daily operations running smoothly

Proactively follow up on outstanding items to keep work moving

Light Accounting Support

Assist with invoicing and payment tracking

Support basic accounts receivable and payable tasks as needed

Help maintain organized, accurate financial records

What Makes You a Fit

2–4 years of experience in an administrative, customer service, or coordination role

Strong attention to detail with accurate data entry skills

Clear and confident communicator (phone, email, and vendor interactions)

Highly organized and process-driven—you like things to be done right the first time

Proactive and accountable—you take ownership and follow things through

Comfortable in a fast-paced environment where priorities can shift

Familiar with customer/vendor platforms such as ServiceChannel, Corrigo, ResQ, Ecotrack, or 86 Repairs (not required)

Basic familiarity with accounting tools like QuickBooks Online or Bill.com