What are the responsibilities and job description for the Operations Coordinator and Office Administrator - Full-Time - Salary position at Bolted Box?
About Bolted Box
Bolted Box is a family owned and operated storage and office container company, offering conex container rentals and sales to commercial, industrial, and other business-to-business (B2B) customers across Indiana. Ownership has built and successfully operated two previous businesses in this industry, bringing significant experience to a fast-paced, high-growth, and exciting opportunity.
About the Role
We're looking for an Operations Coordinator to run the daily operations of our office. This is a customer-facing role at the center of our delivery, pickup, and order process, with real ownership over how those operations run day to day. You'll talk with customers, drivers, and office staff throughout the day by phone, text, and in person, and you'll be trusted to make judgment calls on scheduling, vendor selection, pricing, and account issues rather than escalating every decision. Being detail-oriented, flexible, friendly, and genuinely customer service-minded matters more in this role than almost anything else. You'll be trained by and report directly to the founders of the business.
What You'll Do
• Independently determine delivery method (standard tilt-bed vs. outsourced tow truck) for non-standard sites and negotiate rates with outside delivery vendors
• While working under customer constraints, creatively identify and implement efficiencies in how deliveries and pickups are routed and coordinated
• Schedule and confirm container deliveries and pickups with customers and drivers, confirming order requirements and site details before delivery
• Offer, explain, and close additional services and revenue opportunities with customers, with authority to apply discounts or price adjustments within an approved range
• Evaluate and approve standard customer credit and billing-on-terms requests within company guidelines
• Perform accounts receivable efforts, including following up on past due invoices, providing statements and email notifications, reconciling payment discrepancies, and negotiating short-term payment plans or fee waivers within approved guidelines
• Identify, recommend, and implement improvements to scheduling, delivery, and collections workflows
• Provide day-to-day work direction to additional office or delivery support staff as the team grows
• Communicate frequently by phone, text, and in-person with customers, drivers, and office staff to keep orders (deliveries and pickups) on track
• Manage scheduling on a shared Google Calendar, coordinated across Microsoft and Mac systems, and maintain shared files in Dropbox
• Upload and retain digital images from drivers for completed deliveries and pickups
• Track container inventory and unit status
• Process internal orders upon completion of field work, checking for accuracy and completeness
• Answer incoming calls and direct them to the right person or department
• Handle general office administration: filing, invoicing support, insurance certificate collection, and other admin tasks
• Support the team with accurate, timely follow-through in a fast-paced environment
• Attempt to earn favorable Google reviews from customers
What We're Looking For
• 1-3 years of admin or operations experience
• Comfortable making independent judgment calls on scheduling, vendor selection, pricing, and customer account issues
• Highly detail-oriented
• Excellent customer service skills, in person and on the phone
• Flexible and able to handle a fast-paced, changing schedule
• Strong computer skills; good typing speed and accuracy are important
• Ability to learn and adapt to new and changing software
• Mac experience helpful
• Construction, logistics, or equipment rental industry experience is a plus, not required
Why Bolted Box
We're a small, growing company where your work has a direct impact, and there's room to grow with us as we scale. You'll work closely and directly with the founders each day, in a fast-paced environment built on service, flexibility, and strong customer trust and relationships.
Location & Schedule
This role is based in our Carmel, IN office, working in-person Monday through Thursday with Fridays working virtually. Over the longer term, the schedule may become more flexible.