Operations Coordinator - Commercial Roofing

Quality Trusted Commercial•Sugar Grove, IL

3h•$60,000 - $75,000

About The Position

The Operations Coordinator plays a critical role in keeping daily operations running smoothly. This individual serves as the central hub between customers, service teams, project managers, and vendors. The role blends office management with service coordination responsibilities, including scheduling, permitting, warranty tracking, payroll and supporting service and maintenance operations. The right candidate is organized, detail-oriented, and thrives in a fast-paced, customer-focused environment.

Requirements

3-7+ years in office management, project coordination, or construction administration
Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously
Strong written and verbal communication and customer service skills
Proficiency in Microsoft Office (Excel, Outlook, Teams)
Experience with CRM, ERP, or service management software
Comfortable working with both field teams and operations leadership

Nice To Haves

Experience in commercial construction or roofing is strongly preferred
Experience with permitting, scheduling, or service operations is highly valued
Familiarity with warranty tracking and vendor coordination
Bilingual (English/Spanish) a plus

Responsibilities

Partner with Project Managers and Service Managers to prioritize work and manage workload
Manage vendor scheduling for on-site equipment (dumpsters, porta potties, etc.) to ensure timely delivery and removal
Coordinate travel arrangements for field crews traveling to job sites, ensuring accommodations and logistics are in place ahead of mobilization
Support planning for maintenance programs and recurring service contracts
Help ensure smooth handoffs between sales, service, and production
Coordinate and schedule service calls, inspections, and maintenance work
Dispatch service crews and technicians based on priority, geography, and scope
Communicate schedules, updates, and changes to customers and internal teams
Track job progress and ensure timely completion of service work
Coordinate with vendor on permitting process for all projects
Schedule permitting inspections with local municipalities for in-progress and final project phases to maintain compliance and avoid delays
Maintain compliance documentation and job records
Submit and track manufacturer and workmanship warranties
Maintain organized records of warranties, inspections, and completed work
Coordinate warranty claims and follow-ups with vendors and manufacturers
Serve as the primary point of contact for service-related inquiries
Provide timely updates to customers on scheduling, job status, and completion
Ensure a high level of professionalism and responsiveness aligned with company standards
Oversee day-to-day office operations and keep internal systems organized
Support invoicing, work orders, and job documentation from initiation through close-out
Maintain job files, service logs, and internal reporting systems
Collect, review, and submit technician timecards accurately and on deadline
Handle payroll processing by converting crew timecard sheets and submitting to payroll department
Assist leadership with operational tracking and reporting