Business Operations Coordinator

Cosco Fire Protection; Charlotte (NC); On-site; USD 42,000 - 65,000; Full time

Job summary

Cosco Fire Protection is seeking a Business Operations Coordinator to manage administrative functions for our Charlotte Metro operations. You will handle bookkeeping support, payroll prep, filing, and information management while coordinating with field teams for timely work-order dispatch.

We value Excel proficiency, use of accounting software, and strong customer-service skills. This role requires independence and teamwork, with a standard 40-hour week and potential for growth within the

Qualifications

• Experience in administrative or office manager roles in construction.
• Excellent written and spoken communication skills.
• Proficient in Excel with ability to create worksheets and simple formulas.
• Experience using accounting software.
• Self-motivated with a strong desire to succeed.
• Ability to work independently and as part of a team.
• Must pass background check and drug screening.
• Must work 40 hours per week from 7:00 AM to 4:00 PM.

Responsibilities

• Analyze and organize office operations and procedures such as bookkeeping, payroll preparation, information management, and filing.
• Maximize office productivity through Microsoft Office and Excel.
• Manage work orders flow and assist dispatching technicians to jobs.
• Establish uniform correspondence procedures and bidding style.
• Open new jobs and bill clients using accounting software; close jobs for disposition.
• Plan office layout, budget, and initiate cost-reduction programs.
• Maintain personnel records and HR communications.
• Communicate with customers and vendors; respond to inquiries.
• Prepare activity reports for management on service, contracts, and invoices.

Skills

Administrative experience

Excel proficiency

Customer service mindset

Strong communication

Team player

Self-motivated

Tools

Microsoft Office

Accounting software

Job description

Business Operations Coordinator

Cosco Fire Protection is a multi-faceted, full-service fire sprinkler and life safety systems company specializing in the design, installation, service and inspection of a variety of automatic fire sprinkler systems throughout the Carolinas. Cosco Fire Protection is one of the largest fire protection contractor on the west coast and is currently expanding their service operations to the Charlotte Metro area. Cosco offers a tremendous opportunity to those business minded individuals in the fire protection /construction industry.

The coordinator must be experienced in the following administrative responsibilities and preferably have experience working with a construction company:

• Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications such as Micro Soft Office and Excel.
• Manages paper flow of work orders from National Accounts and assists with dispatching technicians to job locations for timely completion of work at job site.
• Establishes uniform correspondence procedures and style practices consistent with Cosco’s bidding procedures.
• Using accounting software, the office manager opens new jobs, sets up change orders, appropriately bills or invoices clients for work completed and closes jobs for final disposition.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Plans office layout, develops office budget, and initiates cost reduction programs.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Assists in the hiring process for both union and non-union personnel; works closely with the Human Resources Department to accomplish this task.
• Maintains personnel files for the district office and ensures copies of documents are sent to the HR department for inclusion in permanent personnel files.
• Maintains contact with customers and outside vendors and responds to inquiries when management and sales personnel are not available.
• Prepare activities reports for management regarding service and contract billings, job bids sent out, invoices processed, etc.

Minimum Qualifications

• Applicant must have experience in an administrative or office manager role working in the construction industry.
• Excellent oral and written communication skills.
• Proven ability to work in Excel software by creating worksheets and writing simple formulas necessary to manipulate data.
• Must be experienced in using accounting software.
• Self-motivated and strong desire to succeed with the company.
• Ability to work well independently as well as be a team player.
• Must successfully complete an employment background investigation and drug screening.
• Must work a minimum of 40 hours per week. Work hours will be from 7:00 AM to 4:00 PM

Applicants must have two to five years’ experience working in similar environments, preferably from the construction industry. They must be self-motivated and require limited supervision with a strong customer service mentality. Cosco provides excellent wages and company medical benefits to qualified applicants.

Cosco Fire Protection is an equal opportunity employer.

Cosco Fire Protection, Inc., is an Equal Opportunity Employer. Applications are encouraged from all persons regardless of their race, color, national origin, ancestry, sex, gender identity, marital status, domestic-partner status, religious creed, medical/physical/mental condition, sexual orientation, Veteran status, or age. NOTE: A drug screen and criminal background check may be required for Cosco applicants

The company provides a wide range of employee benefits including medical, dental, vision, life insurance, LTD insurance, accrued sick time, accrued vacation time, company holidays and a generous employer match to 401k savings plan.