Operations Coordinator Job Description

Cherokee Fiber & Associates is a proud division of Hyper Networks LLC. To learn more about Cherokee Fiber & Associates please visit our website at https://www.cherokeefiber.com/

The Operations Coordinator is responsible for providing administrative and project coordination support to Field Operations and assisting with the day-to-day administrative needs of the local Operations office. This position supports projects throughout the job lifecycle, including project documentation, customer deliverables, billing, purchasing, vendor coordination, and other operational workflows.

The Operations Coordinator serves as a liaison between Field Operations, PMO/Admin, and other corporate support departments to help ensure information, documentation, and administrative requirements are completed accurately and timely. This position works closely with local Operations Leadership to help maintain an organized and efficient Operations environment and allow Field Operations Leadership to remain focused on field execution, workforce coordination, customer commitments, safety, quality, and job completion.

This position reports to the Administrative Services Manager.

MAJOR DUTIES AND RESPONSIBILITIES

Project / Job Coordination

• Support Field Operations Leadership throughout the lifecycle of a job from initial assignment through project closeout and invoicing.

• Maintain accurate and current job information within internal and customer project trackers.

• Maintain electronic and paper project records and ensure required documentation is organized and stored in the appropriate project folders.

• Assist with processing field documentation, including digitizing redlines and other field-generated records.

• Track required project documentation and work with Field Operations Leadership to identify and resolve missing information.

• Perform a final quality control review of project deliverables for completeness prior to submission.

• Submit project deliverables and other required documentation to customers as applicable.

• Prepare and submit customer change orders.

• Prepare and submit jobs for billing and invoicing, ensuring required supporting documentation is included.

• Request purchase orders and maintain supporting vendor documentation.

• Process vendor invoices and payment requests for submission to Corporate Accounts Payable.

• Maintain and update project cost models as required.

• Obtain quotes for approved services, materials, or other project needs as directed by Field Operations Leadership.

• Assist with other project-related administrative tasks necessary to keep jobs moving through the project lifecycle.

Field Operations Support

• Provide day-to-day administrative support to Field Operations Leadership and the local Operations team.

• Assist with administrative tasks and workflows that support the execution and completion of assigned work.

• Coordinate information and documentation between Field Operations, PMO/Admin, and other corporate support departments.

• Track open administrative items and requirements that may impact job progress or completion.

• Assist with customer and internal reporting requirements as needed.

• Help maintain an organized and cohesive Operations environment.

• Assume appropriate administrative responsibilities that allow Field Operations Leadership to maintain greater focus on field execution, workforce coordination, customer commitments, safety, quality, and job completion.

Corporate & Administrative Coordination

• Serve as a liaison between the local Operations office and corporate support departments.

• Coordinate administrative requests, documentation, and information between Field Operations and departments including PMO/Admin, Finance, Human Resources, Fleet & Asset, Safety, and other support functions.

• Support local employee onboarding and offboarding activities in coordination with Human Resources and Field Operations Leadership.

• Assist with employee-related administrative requirements and serve as a local point of coordination between Field Operations and Human Resources.

• Ensure required information and documentation is routed to the appropriate department and followed through to completion.

• Support Field Operations Leadership with internal administrative processes and company requirements.

• Assist with communicating corporate processes, forms, requirements, and updates to the local Operations team.

• Help maintain alignment between local Operations activities and corporate administrative workflows.

Local Office Support

• Provide general administrative support for the local Operations office.

• Help maintain an organized and professional office environment.

• Maintain general office records, documentation, and administrative resources as required.

• Assist with coordinating routine office and facility needs.

• Support other administrative responsibilities necessary to maintain an efficient and cohesive Operations environment.

Other Duties

• Perform other duties and special projects as assigned.

KNOWLEDGE, SKILLS, and ABILITIES

• Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.

• Strong attention to detail and accuracy.

• Excellent written and verbal communication skills.

• Strong problem-solving and follow-through skills.

• Ability to work independently while supporting multiple departments, leaders, and team members.

• Ability to establish and maintain collaborative working relationships across departments.

• Comfortable working in a fast-paced Operations environment where priorities may change.

• Proficient with Microsoft Office, including Excel, Word, Outlook, and Teams.

• Strong working knowledge of Excel, including spreadsheets, formulas, data entry, and basic reporting.

• Experience with Smartsheet or similar project tracking and workflow management software preferred.

• Ability to quickly learn and effectively use company and customer systems.

• Basic understanding of project financials, including purchase orders, invoices, vendor payments, and cost tracking.

• Ability to organize and maintain accurate project and company records.

• Demonstrated ability to identify issues, determine appropriate next steps, and follow through to resolution.

• Ability to communicate competing priorities or workload concerns to leadership in a timely manner.

• Ability to use discretion when handling confidential or sensitive company and employee information.

• Demonstrated ability to work independently and as a team member to achieve department and company goals.

• Ability to adapt to new technology, systems, and processes quickly.

• Flexibility to change direction and reprioritize as business needs change.

EDUCATION and EXPERIENCE

• Associate’s degree or equivalent work experience preferred.

• 2 years of experience in project coordination, operations administration, construction administration, or a similar role preferred.

• Experience supporting field operations, project management, or construction-related activities preferred.

• Experience with project tracking, documentation, billing, purchasing, or vendor coordination preferred.

• Experience within construction, telecommunications, utilities, engineering, or a similar field environment preferred but not required.

• Valid driver’s license.

WORKING CONDITIONS

• Local Operations office environment with regular interaction with Field Operations personnel.

• May require occasional visits to jobsites or other company locations.

• Long periods of sitting and computer use.

• Travel Required: Less than 10%.

Cherokee Fiber & Associates is an Equal Opportunity Employer. Employment opportunities at Cherokee Fiber & Associates are based upon one’s qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law.