What are the responsibilities and job description for the Operations Specialist position at STANCIL?
GENERAL STATEMENT OF JOB
The Operations Specialist is a detail-oriented team member focused on maintaining office and field efficiency. This role blends operational execution with strategic development to improve efficiency, support data-driven decision-making, and prepare the department for future growth. Responsibilities include communication, scheduling, documentation, inspections, builder portal management, and support across multiple departments.
ESSENTIAL JOB FUNCTIONS
• Serve as the primary point of contact for scheduling and front desk communications.
• Address operational issues and concerns in a timely fashion.
• Work with municipalities to coordinate inspections.
• Schedule installs, services, locates, material drops, and other field-related services.
• Monitor builder portals and ensure schedules and documentation are current.
• Confirm job readiness with customers and internal systems.
• Serve as liaison to field managers regarding scheduling, material ordering, and issue resolution.
• Maintain office files, records, and activity logs.
• Perform routine data entry tasks accurately.
• Collect and process client VPOs/EPOs and verify customer POs for scope, estimate, and compliance.
• Provide coaching, training, and oversight for assistant or support staff.
• Maintain vendor relationships and respond to inquiries.
• Assist in monitoring warranty scheduling and provide follow-up.
• Support scheduling activities in BOLT and Power BI dashboards.
• Design and execute data analytics projects to uncover insights.
• Assist other teams and perform other duties as assigned.
EDUCATION, EXPERIENCE AND TRAINING
• High school graduation or equivalent (GED, college, technical or trade school transcript, foreign equivalency, etc.).
• Bachelor’s degree preferred but not required.
• 3 years of experience in operations or project management, preferably in construction.
• Strong computer skills (MS Office Suite, Excel, Teams, SharePoint).
• Knowledge of BOLT, Power BI, Sage, and builder portals preferred.
• Plumbing and construction knowledge preferred but not required.
• Strong scheduling or operations background preferred.
• Previous administrative experience preferred but not required.
• Basic understanding of accounting and project management concepts.
STANDARDS OF PERFORMANCE
• Provide professional, timely, and accurate support to customers, vendors, and team members.
• Demonstrate initiative, ownership, and problem-solving skills.
• Work under stress with commitment to deadlines.
• Maintain regular and punctual attendance, adhering to company policies.
• Willingness to embrace change in a growing company.
• Ability to manage multiple tasks and work independently with accuracy.
• Excellent written and verbal communication skills.
• Well-organized, reliable, detail-oriented, and able to follow up effectively.
• Comfortable with numbers and technology.
• Maintain clear, consistent communication and build strong relationships.
• Embrace continuous learning and adapt quickly to new systems and methods.
• Maintain confidentiality of company information.
MENTAL AND PHYSICAL REQUIREMENTS
Must be able to sit, talk, hear, and stand frequently throughout the day. Remain in a stationary position for extended periods. Operate a computer and other office machinery. Occasional lifting of office supplies or materials (up to 15 pounds). Frequent communication with customers, managers, and field employees.
WORKING ENVIRONMENT AND CONDITIONS
This position requires working in an office/indoor environment with a cubicle-type workspace. Regular business hours are from 7:00 a.m. to 4:00 p.m.
TOOLS AND EQUIPMENT
Office equipment such as computers, tablets, printers, copiers, etc.
Stancil Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.