Operations Coordinator - Part Time

Caring Transitions•Apex, NC

3d•Hybrid

About The Position

Caring Transitions of Apex and Cary is seeking an organized, proactive, and dependable Operations Coordinator to coordinate the day-to-day activities of our relocation, downsizing, cleanout, estate sale, and online auction projects. The Operations Coordinator plays a central role in keeping our business organized and our projects running smoothly. This position serves as an important connection between the Owner, Project Managers, Team Members, clients, and outside service providers. We are looking for someone who takes initiative, communicates clearly, enjoys solving problems, and is comfortable managing multiple priorities with minimal supervision. This is not strictly a desk position. The Operations Coordinator will work both in the office and in the field and should be comfortable visiting client homes and project sites when needed.

Requirements

Minimum of 2 years of experience in operations, project coordination, scheduling, team coordination, customer service, logistics, or a related field preferred.
Strong organizational and prioritization skills.
Excellent verbal and written communication skills.
Ability to coordinate multiple projects and changing priorities simultaneously.
Strong problem-solving skills and the ability to work independently.
Comfortable communicating with employees, clients, vendors, and Management.
Compassionate and professional when working with seniors and families experiencing major life transitions.
Strong computer skills and ability to learn scheduling, CRM, auction, and project-management systems.
Working knowledge of Microsoft Office.
Valid driver's license and reliable transportation.
The position requires to be local in the Area Apex / Cary / Raleigh

Nice To Haves

The ideal Operations Coordinator is someone who enjoys being the person who keeps everything organized and moving forward.
You are proactive rather than reactive. You notice when something needs attention and work toward a solution. You can communicate effectively with different personalities, organize multiple projects at once, and remain calm when schedules or priorities unexpectedly change.
Most importantly, you understand that excellent operations are about both people and organization. You help our Team succeed while ensuring our clients receive the professional and compassionate service they expect from Caring Transitions.

Responsibilities

Create and maintain the daily and weekly Team schedule in coordination with the Owner and Project Managers.
Assign Team Members to projects based on project requirements, availability, experience, and individual strengths.
Coordinate staffing for moves, downsizing projects, cleanouts, estate sales, online auctions, packing, and unpacking projects.
Ensure Project Managers and Team Members have the information needed for each day's projects.
Monitor schedules and proactively address staffing conflicts, changes, call-outs, and other operational issues.
Coordinate outside services such as dumpsters, bulk trash removal, donation pickups, movers, appraisers, liquidators, and other vendors.
Assist with ensuring projects are properly staffed and completed efficiently and within planned labor hours.
Manage incoming leads, phone calls, and online inquiries and ensure they are assigned and followed up on promptly.
Schedule client consultations and project appointments.
Maintain accurate client, lead, and project information within company systems.
Communicate professionally and compassionately with clients before, during, and after their projects.
Conduct follow-up calls and emails after project completion.
Understand Caring Transitions services and identify opportunities where additional services may benefit a client.
Serve as a primary communication link between the Owner, Project Managers, and Team Members.
Assist with recruiting and scheduling interviews with prospective employees.
Coordinate onboarding, orientation, and training for new Team Members.
Maintain employee availability and scheduling information.
Help ensure company procedures, expectations, and project instructions are clearly communicated to the Team.
Identify staffing or performance concerns and communicate them to Management.
Develop and maintain processes that improve efficiency, organization, and communication throughout the company.
Track operational information such as scheduling, labor hours, project status, and Team availability.
Assist Management with operational reports and business performance information.
Maintain organized documentation and ensure client and project information is entered accurately into company systems.
Help identify opportunities to improve productivity, workflow, customer service, and overall operational efficiency.
Perform other operational and administrative duties as needed.