What are the responsibilities and job description for the Operations Coordinator position at Hoffman & Hoffman Inc?
OPERATIONS COORDINATOR
FLSA Status: Full-Time, Non-Exempt
Reports To: Regional Operations Manager
Location: Charleston, SC
Position Purpose
The Operations Coordinator supports daily construction, service, sales, and administrative activities for Hoffman Building Technologies. This position ensures accurate scheduling, workflow coordination, documentation management, account support, and customer communication while providing essential support to field technicians and management.
Essential Duties & Responsibilities
Project & Construction Support
• Book new construction projects in accounting and project management systems.
• Prepare submittals, O&M manuals, as-built drawings, warranty letters, and close-out documentation.
• Issue subcontract agreements, coordinate with legal, and track insurance certificates.
• Process project change orders and maintain status updates.
• Transfer completed projects from construction to warranty status.
Service Coordination & Scheduling
• Set up new customers, service agreements, and vendors in the accounting system.
• Serve as a primary contact for service scheduling and customer updates.
• Receive and schedule service calls, collect customer details, and log in Viewpoint.
• Provide Level 1 phone support for contracted service customers, including basic BAS troubleshooting, alarm acknowledgment, point checks, resets, and remote diagnostics.
• Maintain technician schedules for efficient routing and resource allocation.
• Support technicians with materials, truck stock coordination, and travel arrangements.
• Review and update records based on field service reports.
Account Management & Quoting Support
• Maintain communication with contracted customers and assist with routine account needs.
• Prepare service quotes for repairs, PM findings, upgrades, and small projects.
• Deliver quotes with clear documentation and follow up on approvals.
• Track open quote status and coordinate next steps with Service Sales and Operations.
• Support contract renewals by providing historical data and documentation.
Administrative & Office Operations Support
• Prepare reports, correspondence, and memos as requested.
• Order office supplies, coordinate equipment maintenance, and manage loaner inventory.
• Open and distribute incoming mail and shipments.
• Coordinate meetings, training sessions, company events, and travel arrangements.
• Greet and assist visitors, vendors, and customers.
Customer & Internal Communication
• Maintain professional communication with customers, technicians, staff, sales teams, and subcontractors.
• Provide information supporting management reporting and operational planning.
• Recommend process improvements as conditions or resources change.
• Coordinate with home office administration and accounting as needed.
Knowledge, Skills & Core Values
Knowledge
• BAS, HVAC, or construction industry experience preferred.
• Basic understanding of building automation and networked systems.
• Knowledge of accounting and office administration practices.
• Proficiency with Microsoft Office Suite and related applications.
• Familiarity with project documentation such as submittals, plans, and closeout materials.
Skills
• Strong verbal and written communication.
• Ability to prepare accurate, professional quotes.
• Excellent time-management and multitasking skills.
• Problem-solving and resource coordination abilities.
• High attention to detail and documentation accuracy.
• Customer-service oriented with consistent follow-through.
• Ability to perform structured phone troubleshooting for remote support.
Core Values
• Dependable, trustworthy, and self‑motivated.
• Team‑oriented with strong cross‑department collaboration.
• Adaptable to shifting priorities.
• Able to work independently with minimal supervision.
• Organized, punctual, and detail‑oriented.
• Builds trust with customers, technicians, sales teams, and vendors.
Education & Experience
• 3–5 years in operations, service dispatching, or administrative support.
• HVAC/BAS experience strongly preferred.
• Experience with service management or project accounting software is a plus.
Physical Demands & Environment
• Combination of sitting, standing, and general office activity.
• Occasional lifting up to 50 lbs.
• Primarily office‑based with occasional exposure to field or warehouse environments.