Branch Operations Coordinator

Merit Restorations; Lynchburg (VA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health plan

401k retirement

Life insurance

Paid time off

Disability insurance

Training & development

Phone + laptop

Job summary

Merit Restorations is seeking a Branch Operations Coordinator in Lynchburg, VA to serve as the operational backbone of the branch, owning customer experience, dispatch, project administration, and office operations.

You report to the Branch Manager and help implement dispatch standards, CRM processes, reporting, and compliance across locations, with teamwork, safety, and service in focus.

Qualifications

• 2+ years in dispatch, office management, or administrative coordination.
• Proficiency with Albi, Sage, XactAnalysis, Adobe, and MS Office.

Responsibilities

• Own the customer experience and dispatch for the branch.
• Schedule and dispatch technicians; coordinate site inspections.
• Provide administrative support including licensing, insurance, and permitting as needed.
• Maintain CRM data integrity and reporting; support KPI dashboards.
• Support billing, invoicing, and collections; manage documents in Sage.

Skills

Dispatch experience

Office coordination

Customer service

Tools

Albi

Sage

XactAnalysis

Adobe

Microsoft Office

Job description

We specialize in mitigating and rebuilding residential and commercial properties damaged by fire, water, storms, and other disasters. We partner with leading insurance carriers and handle everything from emergency cleanup to complete rebuilds, with a focus on safety, integrity, and advocacy. As entrepreneurs, we take full ownership of the work we do and the families we serve.

At Merit, our purpose is simple and non-negotiable: we work together as a team so we can change lives. Teamwork is the foundation of everything we do because teamwork creates impact, and impact changes lives. We exist to help people, and the only way we do that at the highest level is by moving as one team, aligned in mission, values, and execution.

Why we exist. We exist for two families. The families we serve and the families inside this company. When we work together and serve our clients at the highest level, both families win.

As a Branch Operations Coordinator, you are the operational backbone of your branch — owning the customer experience, dispatch, project administration, and office operations that keep it running every day. You report directly to your Branch Manager, who owns your coaching, performance, priorities, and accountability. While assigned to your branch, this role also carries company-wide responsibilities executing Merit's standards for dispatch, customer communication, CRM, reporting, documentation, and compliance so every location operates as one.

Customer Experience

• Answer incoming calls and emails professionally and promptly; respond to all inquiries.
• Collect job details and create emergency service work orders (schedule in Albi)
• Own the Google Review process; serve as a secondary contact for homeowners.
• Handle basic customer concerns and escalates issues to the Branch Manager and/or VP of Branch Operations when needed

Dispatch & Scheduling

• Schedule and dispatch technicians for emergency service calls, and coordinate site inspections.
• Optimize daily routes to reduce downtime and improve response time.
• Adjust schedules in real time as jobs run long or emergencies arise.
• Confirm appointments with customers and provide arrival windows
• Track technician/crew status throughout the day.
• Ensure every opportunity is assigned, tracked, and never dropped.
• Help constantly improve and build dispatch procedures and system

Office Operations & Administrative Management

• Run phones, mail, filing, supplies, and office organization.
• Help manage vendor coordination and fleet administration
• Help manage licensing, insurance, and permitting as needed
• Ensure paperwork is complete and saved in the appropriate location
• Provide administrative support to the Branch Manager and field team.

Operational Support & Accountability

• Serve as the communication bridge between the field and the office.
• Ensure teams have all job details, addresses, and customer notes (Albi)
• Create jobs and maintain complete files in Albi; keep documentation accurate.
• Process authorizations, waivers, and change orders via Albi
• Support permits, TPA documentation, compliance, and job closeout.

Financial Administration

• Support billing, invoicing, and collections (including TPA billing via Contractor Connection).
• Process insurance checks, mortgage packets, and lien releases.
• Track deductibles and subcontractor invoices; keep job financials clean in Sage.

CRM & Lead Management

• Enter every lead accurately and maintain CRM data integrity.
• Track referral sources, route opportunities, and support sales reporting.
• Support marketing campaigns and maintain customer records.

Reporting & Data Accuracy

• Maintain weekly operational and KPI reports (POMS, Job Track, Daily Xact, Alacrity).
• Own lead, Google Review, and job-status reporting.
• Keep dashboards and administrative metrics accurate.

Company Standards

• Execute dispatch, phone, CRM, documentation, and compliance standards.
• Support SOPs, system rollouts, and process improvements.

Success Looks Like

• Every customer feels informed.
• Every lead is captured.
• Every technician knows where to go.
• Every project is organized. Albi is updated.
• Every document is complete.
• Every phone call is answered professionally.
• Every office reflects the Merit brand.
• Branch Manger(s) stay informed

Company-Wide Responsibilities

Branch Operations Coordinators are part of a shared services team that supports every Merit location. While each coordinator is assigned to a home branch, they are expected to work as one team answering calls, responding to emails, scheduling appointments, dispatching technicians, and supporting operational execution across the company to deliver a consistent customer experience.

In addition to branch responsibilities, each Branch Operations Coordinator will have clearly defined company-wide ownership areas. These responsibilities will be assigned individually and may include functions such as dispatch, ALBI administration, reporting, Google Reviews, TPA compliance, software administration, or other operational initiatives. Success in this role requires collaboration, flexibility, and a commitment to helping the entire company succeed not just your assigned branch.

In practice: inbound calls ring at every location at once. The first to answer owns the call end to end answer, book, schedule, and hand off with complete notes, regardless of which branch it is for.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• 2+ years in dispatch, office management, or administrative coordination (restoration, trade, or service preferred).
• Tech-comfortable: Albi, Sage, XactAnalysis, Adobe, Microsoft Office, scheduling and invoicing tools (or a fast learner).
• Strong organization and multitasking under a high volume of calls and changes.
• Clear, professional communicator; customer-focused and team-oriented.
• Organized but flexible; comfortable making sound decisions independently.
• Reliable, Proactive, and detail-oriented

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Training & Development
• Company cell phone and laptop.