Operations Coordinator

The Prolift Rigging Company•Austin, TX

8d•Onsite

About The Position

The Operations Coordinator role supports the overall day-to-day operations of the branch by coordinating administrative, personnel, customer, and field activities. This position helps ensure the branch operates efficiently, accurately, and in compliance with company requirements while providing support to employees, customers, vendors, and leadership. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment.

Requirements

High school diploma or GED required; associate’s or bachelor’s degree in Business, Accounting, Operations, Human Resources, or related field preferred.
Minimum 3+ years of experience in office operations, branch administration, accounting support, business coordination, or related administrative/operations role.
Demonstrated experience supporting Accounts Receivable (AR), Accounts Payable (AP), invoicing, billing, or financial tracking processes.
Experience coordinating multiple priorities simultaneously in a fast-paced environment with changing demands.
Strong working knowledge of Microsoft Office Suite, especially Excel, Outlook, Word, and Teams.
Strong organizational skills with the ability to manage deadlines, documentation, and follow-through with minimal supervision.
High attention to detail and commitment to accuracy in financial, personnel, and compliance records.
Professional communication skills with the ability to interact effectively with employees, leadership, customers, and vendors.
Ability to maintain confidentiality and handle sensitive employee, financial, and company information appropriately.
Demonstrated problem-solving skills and ability to improve processes through discipline and initiative.
Ability to pass pre-employment screening and meet company hiring requirements.
Alignment with ProLift’s culture of accountability, teamwork, respect, urgency, and service.

Nice To Haves

Associate’s or bachelor’s degree in Business Administration, Accounting, Finance, Human Resources, or related field.
Experience in construction, industrial services, rigging, transportation, logistics, or field service environments.
Experience using ERP/accounting systems such as Vista, QuickBooks, SAP, Oracle, or similar platforms.
Experience with onboarding, hiring coordination, benefits administration, or HRIS systems.
Experience managing customer setup packets, vendor compliance documentation, COIs, lien waivers, or contract support documentation.
Experience coordinating travel logistics for field teams or multi-location personnel.
Knowledge of wage/hour documentation, payroll support processes, or timesheet controls.
Experience scheduling or tracking safety compliance requirements such as DISA, drug testing, certifications, or recurring training.
Advanced Excel skills including reporting, formulas, pivots, and tracker creation.

Responsibilities

Own and execute branch administrative operating systems to support efficient daily business operations.
Manage Accounts Receivable (AR) tracking, collections follow-up coordination, aging visibility, and escalation reporting.
Manage Accounts Payable (AP) workflow coordination including invoice routing, coding support, approvals tracking, and payment status visibility.
Coordinate new customer onboarding including setup documentation, tax forms, insurance certificates, credit applications, and required compliance paperwork.
Serve as branch point person for vendor setup packets, insurance requests, and customer portal documentation.
Administer hiring support processes including offer packet coordination, pre-employment requirements, onboarding scheduling, and new hire file readiness.
Coordinate new team member onboarding and on-ramping to ensure successful integration into branch operations and culture.
Track required training, certifications, licenses, and recurring compliance deadlines.
Coordinate and schedule all DISA drug and alcohol testing, randoms, pre-employment testing, renewals, and required follow-up actions.
Gather and process employee timecards daily and submit them weekly to the branch manager and payroll office.
Support payroll readiness by ensuring timely submission of required employee data, hours support documents, and status changes.
Support project startup documentation including customer forms, billing requirements, and administrative readiness.
Maintain branch office systems, filing structures, document control, and records retention practices.
Coordinate travel logistics, scheduling support, and administrative needs for branch personnel as required.
Dispatch and schedule operators, drivers, and riggers daily to perform jobs.
Acquire routes and permits for oversized, overweight vehicles.
Receive inbound phone calls from customers for sizing, scheduling, and booking of cranes.
Other duties as assigned/requested.