[Hiring] Front Desk & Operations Coordinator @Quality Home Care

Role Description

We are a New Jersey-based glazing company specializing in residential and commercial glass installation. We are seeking an extremely organized, detail-oriented, and dependable Front Desk & Operations Coordinator to manage the administrative flow of jobs from the initial customer inquiry through scheduling, ordering, installation, invoicing, and payment. This is much more than a traditional receptionist position. The person in this role will serve as a central point of coordination between customers, estimators, technicians, management, and vendors.

Because measurements, product specifications, scheduling, and ordering must be highly accurate, the ideal candidate is someone who naturally double- and triple-checks their work, catches inconsistencies before they become problems, and enjoys creating organized systems.

Key Responsibilities

• Customer Intake & Job Setup:
  • Answer and manage incoming customer inquiries professionally.
  • Gather all required information for new residential and commercial jobs.
  • Accurately enter customer, project, measurement, scheduling, and job information into the appropriate company software and spreadsheets.
  • Make sure job files are complete before moving them to the next stage.
  • Follow up with customers when additional information is required.
• Estimating & Measurement Scheduling:
  • Schedule estimates and on-site measuring appointments.
  • Coordinate appointments between customers and company estimators/technicians.
  • Confirm appointments and communicate schedule changes.
  • Ensure measurements and job specifications are properly documented and entered into the system.
• Technician Scheduling & Dispatch Coordination:
  • Build and manage technicians' daily schedules.
  • Coordinate installations, measurements, service calls, and other field appointments.
  • Handle last-minute customer cancellations, rescheduling, technician changes, and other scheduling conflicts.
  • Communicate schedule updates quickly and clearly to customers and technicians.
  • Help maximize technician productivity while maintaining realistic travel and job-completion schedules.
• Ordering & Vendor Coordination:
  • Manage product and material orders for jobs.
  • Communicate directly with vendors regarding pricing, product specifications, availability, lead times, order status, and delivery timelines.
  • Compare purchase information against job specifications before submitting orders.
  • Follow up on delayed or incomplete orders.
  • Maintain organized records of vendor communications and purchase information.
• Measurement & Order Accuracy:
  • Cross-reference measurements between estimates, field measurements, orders, invoices, and job records.
  • Double- and triple-check measurements before orders are finalized.
  • Identify conflicting or missing information before it causes a costly mistake.
  • Verify dimensions, quantities, product types, finishes, hardware, and other job specifications.
  • Escalate questionable or inconsistent measurements before an order is placed.
• Invoicing & Payments:
  • Prepare and send customer invoices.
  • Follow up regarding outstanding balances when necessary.
  • Process customer payments according to company procedures.
  • Maintain accurate payment records.
  • Verify that invoices correspond correctly with completed work and job information.
• Payroll & Administrative Support:
  • Assist management with payroll preparation and employee time information.
  • Verify technician hours and related information before payroll is submitted.
  • Maintain accurate administrative records.
  • Assist management with other operational and administrative responsibilities as needed.
• Software & Process Improvement:
  • Learn and utilize Smart Glazier.
  • Work extensively with Microsoft 365, Outlook, and Excel.
  • Help implement new software, modules, automations, and operational systems.
  • Test new workflows and identify repetitive or inefficient processes.
  • Help management create more organized and streamlined procedures.
  • Learn new software and technology quickly.

Qualifications

• Excellent written and verbal American English communication skills.
• Exceptional attention to detail.
• Strong organizational and time-management skills.
• Ability to manage multiple active jobs simultaneously.
• Ability to work independently without constant supervision.
• Strong follow-through and accountability.
• Excellent computer skills and strong Microsoft Excel skills.
• Experience using Microsoft 365 and Outlook.
• Ability to learn unfamiliar software quickly.
• Comfort working with tape-measure measurements and fractions down to 1/16 of an inch.
• Ability and willingness to cross-reference and triple-check important information.
• Professional telephone and customer-service skills.
• Ability to remain organized while handling last-minute changes and interruptions.
• Comfortable communicating regularly through video calls using Microsoft Teams and Zoom.
• Experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or a similar field is strongly preferred but not required for an exceptional candidate who learns quickly.

Ideal Candidate

• Notices when one number does not match another.
• Naturally checks their work before submitting it.
• Enjoys organizing complicated information.
• Can manage many moving parts at once without losing track of the details.
• Is comfortable asking questions when something does not look correct.
• Learns new systems quickly.
• Communicates clearly and professionally with both customers and technicians.
• Takes ownership of problems until they are resolved.
• Is proactive rather than waiting to be told every next step.
• Enjoys finding better, faster, and more organized ways to operate.
• In this position, accuracy is just as important as speed.
• A small measurement, ordering, or scheduling mistake can create significant delays and costs, so we are looking for someone who takes pride in getting things right.

Remote Work Requirements

• This is a 100% remote position. Candidates must have their own professional work-from-home setup, including:
• Modern, updated computer capable of efficiently running all required company software.
• Reliable high-speed internet connection.
• Reliable backup internet connection.
• Reliable power backup solution.
• Quality noise-canceling headset.
• Webcam.
• Quiet, private, and professional workspace.
• Ability to participate professionally in Microsoft Teams and Zoom video meetings.
• Ability to work uninterrupted during scheduled business hours.

Schedule

• Monday-Friday | 9:00 AM-6:00 PM Eastern Time
• Candidates must be consistently available during these hours.

Systems Used

• Smart Glazier
• Microsoft 365
• Microsoft Outlook
• Microsoft Excel
• Microsoft Teams
• Additional software and operational tools as implemented
• Prior Smart Glazier experience is a plus but is not required. The ability to quickly learn and confidently use new software is required.

What Success Looks Like

• Every incoming job is entered correctly.
• Estimates and measurements are scheduled promptly.
• Technicians know exactly where they need to be and when.
• Customers receive clear communication.
• Orders match the actual measurements and job specifications.
• Vendors are followed up with consistently.
• Invoices and payments are processed accurately.
• Management has reliable information.
• Fewer mistakes occur because details are caught before they become problems.
• Company processes become more organized and efficient over time.