Operations Coordinator - Customer Service & Administration

Paul Davis Restoration • Belgrade, MT

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About The Position

Paul Davis Restoration of Southwest Montana is seeking a dependable, organized, service-minded Operations Coordinator for a full-time, entry-level role in Bozeman, Montana. The position combines customer service, office administration, and day-to-day operational support. The coordinator serves as a customer point of contact and helps keep office information organized, teams connected, and projects moving forward. Customers may be dealing with stressful property damage, so compassion, clear communication, and attention to detail are important. Restoration or construction experience is not required; training and support are provided, and the role offers opportunities to learn, grow, and take on additional responsibilities over time.

The role includes responding to customer inquiries and maintaining communication throughout restoration work; coordinating appointments, schedules, and project updates; documenting interactions and following up on requests; supporting front-office operations and recordkeeping; coordinating communication between office and field teams; updating company systems; and assisting project managers and leadership. Administrative and financial support includes payroll and accounts payable documentation, subcontractor paperwork, file organization, and mail processing.

The company describes itself as a locally owned and operated business backed by a nationally recognized restoration brand. Paul Davis serves residential, institutional, and commercial customers across the United States and Canada through a franchise network of more than 370 offices. Its stated vision is to provide extraordinary care while serving people in their time of need; its values include delivering on promises, respecting individuals, taking pride in work, and continuous improvement.

Requirements

• High school diploma or equivalent.
• Basic computer and communication skills.
• Ability to handle confidential information responsibly.
• Clear and professional communication.
• Dependability, organization, attention to detail, and accountability.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfort with computers, email, and learning new software.
• Ability to take initiative, solve problems, and follow through.
• Ability to work well with others and maintain a positive, professional attitude.
• Willingness to learn and grow with the company.

Nice To Haves

• Customer service or administrative experience is helpful but not required.

Responsibilities

• Answer calls, emails, and customer inquiries professionally and empathetically.
• Maintain ongoing customer communication throughout the restoration process.
• Coordinate appointments, scheduling, and project updates with customers and team members.
• Document customer interactions, track outstanding requests, and ensure timely follow-up.
• Help resolve routine concerns and escalate more complex issues appropriately.
• Support daily front-office activities and general administrative responsibilities.
• Maintain accurate customer records, project information, and internal documentation.
• Assist with scheduling, task tracking, and communication between office and field teams.
• Enter and update information in company systems.
• Support project managers and leadership with operational and administrative needs.
• Assist with payroll and accounts payable documentation.
• Maintain subcontractor paperwork, including W-9 forms and insurance certificates.
• Organize files, process mail, and support established office procedures.
• Take on additional responsibilities as knowledge and experience grow.
• Provide compassionate, timely customer service; keep information accurate and organized; follow through on commitments; and help the team operate efficiently.

Benefits

• Training and support to help the employee succeed.
• Opportunity to develop professionally and take on additional responsibilities over time.
• Opportunity to learn customer service, administrative, and operational skills.
• Supportive, team-oriented organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED