Front Desk & Operations Coordinator

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Front Desk & Operations Coordinator based in United States.

This is a fully remote operations role supporting the end-to-end administrative flow of residential and commercial glass installation projects.

You’ll act as the central coordination point between customers, estimators, technicians, management, and vendors.

From initial inquiries and job setup through scheduling, ordering, invoicing, and payment, you’ll keep projects moving accurately and efficiently.

The role is ideal for someone who thrives on organization, catches discrepancies early, and takes pride in getting the details right.

You’ll manage multiple active jobs while responding calmly and professionally to schedule changes, customer needs, and operational interruptions.

Strong communication, technical confidence, and the ability to learn new systems quickly will be essential to your success.

Working independently from a professional home office, you’ll also help improve processes, workflows, and operational efficiency over time.

Accountabilities

• Customer intake and job coordination: Manage incoming customer inquiries, gather complete project information, create accurate job records, and follow up when information is missing or incomplete.
• Estimate and measurement scheduling: Coordinate estimates and on-site measurement appointments between customers, estimators, and technicians while confirming appointments and communicating schedule changes.
• Technician scheduling and dispatch: Build and maintain daily technician schedules covering installations, measurements, service calls, and other field appointments while balancing travel, productivity, and realistic completion times.
• Schedule management: Respond quickly to cancellations, rescheduling requests, technician changes, and other last-minute conflicts, ensuring all affected parties receive clear and timely updates.
• Ordering and vendor coordination: Manage material and product orders, communicate with vendors about pricing, specifications, availability, lead times, and deliveries, and follow up proactively on delayed or incomplete orders.
• Measurement and specification accuracy: Cross-reference measurements and job specifications across estimates, field records, orders, invoices, and job files, identifying discrepancies before they result in costly mistakes.
• Quality control: Verify dimensions, quantities, product types, finishes, hardware, and other specifications, escalating questionable or inconsistent information before orders are finalized.
• Invoicing and payments: Prepare and send accurate customer invoices, process payments according to established procedures, maintain payment records, and follow up on outstanding balances when necessary.
• Payroll and administrative support: Assist with payroll preparation, verify technician hours and time information, maintain administrative records, and support management with additional operational needs.
• Systems and software: Learn and use Smart Glazier, Microsoft 365, Outlook, Excel, Teams, Zoom, and other operational tools effectively.
• Process improvement: Help implement new software, automations, workflows, and operational systems while identifying repetitive or inefficient processes and recommending more organized solutions.
• Cross-functional communication: Maintain professional, timely communication with customers, technicians, vendors, estimators, and management to ensure jobs progress smoothly from inquiry to completion.
• Operational ownership: Take responsibility for problems through resolution, proactively identify potential issues, and ensure no critical task or follow-up is left unresolved.

Requirements

• Exceptional attention to detail: Naturally double- and triple-check work, recognize inconsistencies, and understand that small errors in measurements, specifications, scheduling, or ordering can have significant consequences.
• Strong organizational skills: Able to manage numerous active jobs, deadlines, communications, and operational details simultaneously without losing track of priorities.
• Measurement proficiency: Comfortable reading tape-measure measurements and working with fractions down to 1/16 of an inch, including measurements such as 24 15/16", 37 7/16", and 48 3/8".
• Excellent communication: Strong written and verbal American English skills, with professional telephone and customer-service abilities.
• Microsoft proficiency: Strong computer skills, including experience with Microsoft 365, Outlook, and Excel.
• Technology adaptability: Able to quickly learn unfamiliar software and confidently adopt new systems, tools, modules, and workflows.
• Customer service orientation: Comfortable communicating professionally with customers and maintaining a calm, solutions-focused approach when issues or changes arise.
• Independent working style: Able to work productively without constant supervision, prioritize effectively, and determine appropriate next steps independently.
• Strong follow-through: Takes ownership of tasks and problems through completion and maintains accountability for commitments.
• Multitasking ability: Comfortable handling frequent interruptions, last-minute changes, and multiple competing priorities while maintaining accuracy.
• Problem-solving mindset: Willing to ask questions, investigate discrepancies, and escalate issues when information does not appear correct.
• Proactive approach: Looks for opportunities to improve processes, reduce errors, increase efficiency, and create better-organized systems.
• Remote collaboration skills: Comfortable participating professionally in Microsoft Teams and Zoom video meetings.
• Relevant industry experience: Experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or a related field is strongly preferred, though exceptional candidates with strong learning ability may be considered without it.
• Remote-work readiness: Must have a modern computer, reliable high-speed internet, backup internet, power backup, quality noise-canceling headset, webcam, and a quiet, private, professional workspace.
• Availability: Able to consistently work Monday through Friday, 9:00 AM-6:00 PM Eastern Time.

Benefits

• 100% remote position with the flexibility and autonomy of working from home.
• Full-time opportunity supporting a growing residential and commercial operations environment.
• Consistent Monday-Friday schedule, from 9:00 AM to 6:00 PM Eastern Time.
• Opportunity to take ownership of a broad range of customer service, scheduling, vendor coordination, administrative, and operational responsibilities.
• Exposure to Smart Glazier, Microsoft 365, Excel, Outlook, Teams, Zoom, and additional operational technologies.
• Opportunity to contribute directly to process improvement, workflow optimization, automation, and operational efficiency.
• Collaborative interaction with customers, technicians, estimators, vendors, and management.
• A role where accuracy, initiative, organization, and problem-solving are highly valued.