Operations Coordinator

Come Be Epic!

At Epic Entry, we’re building more than a company: We’re building a team.

We believe the best work happens when people feel supported, respected, and proud of what they do.

Our team brings real experience from construction and automatic door environments, and we work together to deliver quality service without cutting corners. If you care about doing the job right, learning from others, and being part of a crew that looks out for one another, you sound Epic to us.

Position Overview:

Epic Entry is led by a core team with decades of proven operational excellence in construction services and entrance solutions. We provide innovative automatic door systems for commercial buildings, hospitals, retail spaces, schools, and more.

The Operations Coordinator is the primary customer-experience representative for all incoming service needs and plays a pivotal role in ensuring smooth, timely and professional handling of work orders, field dispatching, and operational follow-through. Acting as a liaison between customers, field technicians, and internal teams, the Operations Coordinator supports the full lifecycle of service -from initial request to final invoice-while maintaining our high standards for responsiveness, accuracy, and reliability. This position requires someone who is highly organized, adaptable, and comfortable wearing multiple hats. You will be responsible for customer service, dispatching, work order management, inventory and purchasing coordination, invoicing, and system administration within our ERP platform.

What You’ll Do (and Love Doing):

Dispatching & Field Service Coordination (Core Function)

• Serve as the primary scheduler and dispatcher, assigning service jobs and technicians based on urgency priority, location, availability, skills, and real-time needs.
• Issue precise work orders and actively coordinate ongoing jobs, promptly communicating changes, delays, or escalations.
• Provide direct support to field technicians with parts, materials, documentation, and job updates to enable efficient execution.
• Optimize technician routes and schedules to maximize efficiency and customer satisfaction.

Customer Service & Communication

• Serve as the primary contact for customer calls, emails, and service requests.
• Gather accurate service details, assess urgency, and schedule appropriately.
• Maintain a high level of customer satisfaction through timely, professional updates on scheduling, service updates, and invoicing.
• Act as a liaison between customers, field technicians, and internal teams.

Work Order & Job Management

• Create, track, update, and close service work orders in the ERP system.
• Verify job completion (labor, materials, notes, documentation) for accuracy.
• Maintain precise records for reporting, billing, and operations.

Purchasing, Inventory & Logistics

• Issue purchase orders for service parts and materials.
• Manage inventory transactions, including issuing stock to service vehicles.
• Ensure material availability for jobs and track usage.

Systems & Process Support

• Maintain accurate data entry across ERP modules for customer, job, and financial records.
• Assist in developing and documenting improved service processes as the company grows.
• Support coordination between field service and operations teams.
• Regular and punctual attendance at the main facility is required during weekdays.
• Timeliness is essential and expected.

What We’re Looking For:

• Previous experience in service coordination, dispatching, operations, or administrative roles helps ensure smooth multitasking and quick adaptation to our processes – dispatching and scheduling are core daily functions of this position, so relevant background in these areas allows you to manage technician assignments effectively from day one
• Familiarity with ERP or service management software allows for faster onboarding and accurate data handling, which directly supports timely service delivery.
• Customer service experience in technical or service-based environments builds the foundation for strong client relationships and effective communication.
• Proficiency with Microsoft Office (email, spreadsheets, data entry) enables efficient daily tasks like tracking and reporting.
• Experience in construction, mechanical, electrical, or door/access systems industries is an advantage but not required
• Bilingual (English/Spanish) is preferred to facilitate clear, timely communication with our diverse customers during service requests and updates.

Competencies:

• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Perks That Make This Stand Out:

• Competitive Base Salary

• Training program ongoing development to set you up for success.

• Health insurance, retirement plan, paid time off

• Be part of a supportive, energetic team building the future of automatic entrances.

Epic Entry Systems is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable law