Operations Coordinator

Allied Roofing Partners•Santa Rosa, CA

14d

About The Position

The Operations Coordinator supports daily roofing operations by managing customer communication, material purchasing, invoicing, payment collections, and project administration. The role is the primary customer contact during production and coordinates with the Operations Supervisor, Sales, subcontractors, suppliers, and office personnel to keep projects organized and moving efficiently. The ideal candidate is proactive, detail-oriented, highly organized, and able to manage competing priorities independently. The coordinator provides customers with updates and assistance throughout production, manages approved material orders, prepares and issues invoices, monitors collections, assists with schedules and logistics, maintains project records in AccuLynx, supports general office administration, and helps coordinate across departments. The role escalates issues requiring management or supervisory involvement and supports project readiness and closeout.

Requirements

Strong organizational skills, attention to detail, and ability to manage multiple projects and deadlines.
Excellent verbal and written communication, customer service, and problem-solving skills.
Proficiency with Microsoft Office, email, and business software.
Ability to maintain accurate financial and administrative records and protect confidential information.
Independent judgment, initiative, accountability, and consistent follow-through.

Responsibilities

Serve as the primary point of contact for customers throughout the production process and provide proactive updates on active projects during working days.
Respond to customer calls, emails, and routine questions professionally; communicate installation dates, deliveries, delays, changes, access needs, and pre-installation requirements.
Escalate installation concerns, workmanship complaints, technical questions, and disputes to the Operations Supervisor; follow up and document interactions in AccuLynx.
Order materials for approved roofing projects using approved estimates, scopes, and customer selections; verify products, quantities, colors, accessories, jobsite details, and delivery requirements.
Place routine orders with approved suppliers, confirm acknowledgments, track deliveries, address routine shortages or discrepancies, and maintain purchasing records in AccuLynx.
Obtain management approval for purchases or substitutions outside approved budgets, scopes, or specifications; escalate issues that may affect project execution.
Prepare and issue invoices according to approved contracts, payment terms, and project milestones, including deposits, progress payments, and final balances.
Monitor open invoices, due dates, balances, and aging; follow up on unpaid amounts, provide approved payment instructions, document collection activity, and escalate disputes or payment issues requiring intervention.
Maintain accurate financial records and coordinate financial closeout; payment posting and adjustments are subject to company controls.
Assist the Operations Supervisor with project schedules and logistics, communicate approved installation dates, confirm material availability and administrative readiness, and track missing prerequisites.
Update scheduling information in AccuLynx and report conflicts, delays, or capacity concerns; assist with inspections, deliveries, and project-related appointments.
Review approved jobs for complete customer information, contracts, scopes, and selections; maintain accurate job notes, communications, milestones, and administrative documentation in AccuLynx.
Track outstanding tasks, coordinate corrections, assist with permit and inspection administration, organize project records, support closeout, and provide timely status updates to the Operations Supervisor.
Assist with incoming calls, office visitors, emails, general inquiries, appointments, meetings, correspondence, office records, and routine administrative tasks; route messages and support other departments when operational priorities permit.
Work with Sales to resolve missing or inaccurate job information and coordinate with the Operations Supervisor, suppliers, and subcontractors on project readiness, customer issues, approved purchases, and logistics.
Identify recurring workflow problems and recommend process improvements.