Operations Coordinator

Glass Solutions Inc•Itasca, IL

8h•Onsite

About The Position

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.

Requirements

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.

Responsibilities

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, manufacturing meetings, and job-specific manufacturing 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.
Mail checks to vendors.