Operations Coordinator

Job Title: Operations Coordinator

Job Location: Richmond VA

FLSA Status: Non-Exempt

This is a FULL-TIME position

Overview:

The operations coordinator role is crucial for ensuring the smooth and efficient functioning of our organization's daily operations. This position involves coordinating various administrative tasks that support operational processes, ultimately contributing to the overall productivity and effectiveness of the team. The successful candidate will be responsible for managing schedules, maintaining records, and facilitating communication between departments. By streamlining administrative functions, this role directly impacts the organization's ability to meet its goals and serve its clients effectively. The Operations Administrator will play a key role in identifying areas for improvement and implementing solutions that enhance operational efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The requirements listed below are representative of the knowledge, skill, and/or ability, and physical demands required.

• Serve as the primary point of contact for customer requests received through the Operations phone line and email.

• Perform accurate and timely data entry, including invoicing customers for completed work orders.

• Collaborate closely with internal departments to support the customer service process and ensure seamless coordination.

• Provide superior customer service to both external and internal clients by proactively communicating updates and expectations.

• Maintain and update the technicians’ calendar to ensure efficient scheduling and coverage.

• Handle material procurement by coordinating with manufacturers and suppliers.

• Communicate with customers regarding job statuses, rescheduling, and follow-ups.

• Demonstrate consistency in following up on assigned duties and outstanding items.

• Manage and track technicians’ vacation, sick, and weekend schedules.

• Coordinate transportation logistics for technician movements.

• Forecast and plan workloads for 2–3 days in advance to ensure adequate resource allocation.

• Verify job completion details prior to finalizing and sending invoices.

• Generate purchase orders and assist with material tracking as needed.
• Keep the Operations forecast current and report updates to the Operations Manager.

COMPETENCIES:

• Customer Focus- Ability to put the customer FIRST. Dedicated to meeting the expectations and requirements of internal and external customers. Gets first-hand customer information and uses it for improvements in products and services. Acts with customers in mind. Establishes and maintains effective relationships with customers and gains their trust and respect.
• Active Listening- Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Communication- Able to inform orally and in writing, with clarity and good effect. Understands clearly and quickly when instructions or orders are received. Judges what information is important and what is not, and what should be communicated, how, to whom and when.
• Time Management- Uses time effectively and efficiently. Values time. Concentrates efforts on the more important priorities. Gets more done in less time than others. Can attend to a broader range of activities.
• Problem Solving- Refers to the ability to solve difficult problems with effective solutions.
• Organization- Follows policies and procedures. Completes administrative tasks correctly and on time. Supports organization's goals and values.

QUALIFICATIONS:

• Bachelor's degree in Business Administration, Operations Management, or a related field.
• Proven experience in an administrative or operations support role.
• Strong organizational skills and attention to detail.
• Experience with project management tools and software.
• Familiarity with data analysis and reporting.
• Certification in operations management or a related area.

PHYSICAL DEMANDS:

While performing the duties of this job, the individual must be able to remain in a stationary position for 90 percent of the time while operating their computer and performing office work. The individual needs to occasionally move about inside the office. They constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, fax machine, and computer printer. They must be able to exchange accurate information with customers and others in the office while interacting. The employee must regularly lift and/or move up to 15 pounds, occasionally lift and/or move up to 25 pounds. The individual must be capable of reviewing their work for errors and make adjustments as necessary.

Hobbs & Associates is an equal employment opportunity.