Operations Coordinator / Office Manager

Position Overview

Royal Restrooms Mountain West is seeking a highly dependable, detail-oriented Operations Coordinator / Office Manager to support the day-to-day operations of the business and deliver an exceptional customer experience.

This is a critical role within the company. You will serve as the primary point of contact for customers, help coordinate delivery and service schedules, and ensure customers receive timely, professional communication throughout the rental process.

The ideal candidate is organized, proactive, customer-focused, and able to manage multiple priorities while maintaining a high level of accuracy and follow-through.

Core Responsibilities

Customer Communication & Lead Management

·       Answer incoming calls, emails, and customer inquiries promptly and professionally

·       Respond quickly to CRM leads and guide customers through the booking process

·       Provide friendly, helpful customer support from initial inquiry through service completion

·       Ensure customer details, delivery requirements, and expectations are accurately captured and communicated

Scheduling & Operational Coordination

·       Coordinate delivery and service schedules with drivers and field teams

·       Ensure jobs are properly scheduled, documented, and communicated

·       Maintain a high level of accuracy and proactive communication to support smooth execution

·       Proactively identify and resolve scheduling conflicts or gaps

·       Escalate complex customer issues, scheduling conflicts, or operational exceptions to leadership as needed

Contracts, Billing & CRM Management

·       Prepare quotes, contracts, and invoices

·       Process payments and track customer balances

·       Maintain clean, accurate, and up-to-date records in the CRM system

·       Track leads and customer interactions to support visibility and follow-through

·       Support invoicing and payment collection processes; accounting and reconciliation handled separately

Administrative & Operational Support

·       Assist with operational coordination and administrative tasks as needed

·       Help maintain organized records and documentation

·       Support ongoing process improvements and operational initiatives

What Success Looks Like

·       Phones are consistently answered or promptly returned

·       Customer inquiries and leads receive timely follow-up

·       Schedules are accurate, organized, and well-communicated

·       Customers consistently have a smooth, professional experience

·       Systems and records are clean, organized, and reliable

·       Operational issues are identified early and communicated proactively

Qualifications

·       4 years of experience in operations, office management, dispatch, customer coordination, or similar roles

·       Strong communication and customer service skills

·       Exceptional attention to detail and organizational ability

·       Ability to manage multiple priorities without dropping tasks

·       Proficiency in Google Workspace (or similar tools)

·       Experience with invoicing, contracts, or bookkeeping is a plus

·       Experience in a service, logistics, or scheduling-heavy business strongly preferred

·       Experience supporting executives or managing complex scheduling/logistics in a fast-paced environment (e.g., Executive Assistant, Operations Coordinator, or similar) is highly valued

Key Traits for Success

·       Dependable: Shows up consistently and follows through on commitments

·       Detail-Oriented: Catches small issues before they become big problems

·       Ownership Mentality: Takes responsibility for outcomes and follows tasks through to completion

·       Customer-Focused: Friendly, patient, and professional in all interactions

·       Proactive: Anticipates needs and communicates issues early

Compensation & Benefits

·       Competitive salary based on experience

·       Performance-based bonus and long-term incentives tied to operational execution and customer experience

·       Health benefits

·       401(k) program (with company match)

·       Paid time off

Why This Role Matters

This role plays a key part in delivering a high-end customer experience and maintaining our reputation for reliability and professionalism. The Operations Coordinator / Office Manager helps ensure customers are taken care of, schedules stay organized, and operations run smoothly as the business continues to grow.