Office Coordinator

The Glass Guru of West Houston; Georgia; On-site; USD 24,796 - 30,307; Full time

Benefits offered by this job

PTO

Holidays

Career growth

Job summary

The Glass Guru of West Houston is seeking an organized Office Coordinator to act as the nerve center of operations. You will connect customers, field technicians, and leadership, guiding projects from lead to final payment.

Responsibilities include handling calls and emails, scheduling, invoicing, and maintaining filing systems. The role offers growth as the franchise supports scalable processes and cost reduction ideas.

Qualifications

• 3+ years of office administration or coordination experience.
• Proficient in Microsoft Office and Google Workspace.
• Strong verbal and written communication; calm under pressure.
• Ability to coordinate complex schedules across teams.

Responsibilities

• Answer inbound calls and emails professionally; pre-screen leads and educate customers on services.
• Convert inquiries into scheduled estimate appointments; assist estimators with follow‑ups.
• Greet showroom visitors and manage all company correspondence with a customer‑first mindset.
• Manage calendars for estimators and technicians to maximize efficiency and reduce travel time.
• Order glass and hardware from vendors; verify order confirmations for size and pricing.

Skills

Office administration

Communication

Multitasking

Tech-savvy

Education

2- or 4-year college degree preferred

Tools

ServiceTitan

Jobber

Job description

The Glass Guru of West Houston is a locally owned premier glass service provider specializing in glass repair, replacement, and custom installations. We are looking for a highly organized, proactive Office Coordinator to serve as the "nerve center" of our operations.

This is not just a desk job; you will be the communication link between our customers, our field technicians, and leadership. You will help build our internal foundation, ensuring every project moves smoothly from the initial lead to a satisfied final payment. If you are a problem-solver who enjoys creating order out of moving parts, you will thrive here.

Key Responsibilities

• Initial Contact: Answer all inbound calls and emails professionally; pre-screen leads and educate customers on our unique services (e.g., foggy window repair, custom showers).
• Sales Support: Convert inquiries into scheduled estimate appointments; assist Estimators with follow‑up on pending quotes via phone and email.
• Professionalism: Greet showroom visitors and manage all company correspondence with a "customer‑first" mindset.

2. Dispatching & Project Coordination

• Strategic Scheduling: Manage the calendars for Estimators and Technicians to maximize efficiency and minimize travel time across West Houston.
• Material Logistics: Order glass and hardware from vendors; verify order confirmations for size and pricing accuracy against project specifications. Receive orders in warehouse.
• Field Support: Act as the primary point of contact for field technicians to troubleshoot scheduling or material issues in real‑time.

3. Financial & Administrative Operations

• Accounting Support: Generate invoices through FieldPulse; manage Accounts Receivable (A/R), track payment status, and follow up on outstanding balances.
• System Integrity: Reconcile sales software with accounting records (QuickBooks Online) and prepare daily deposits.
• Office Management: Maintain organized digital and paper filing systems; oversee office supplies and vendor accounts.
• HR/Payroll Support: Process technician timesheets and maintain personnel/compliance files (insurance, safety records).

4. Process Improvement

• Building the Foundation: Work with the Franchise Owner to create and streamline internal workflows, checklists, and communication templates to support company growth.
• Strategic Thinking: Work with the team to develop ideas for fostering growth and reducing costs.

Qualifications & Skills

Required

• Experience: 3+ years of office administration or coordination experience (preferably in construction, trades, or field service operations).
• Tech‑Savvy: High proficiency in Microsoft Office (Excel, Word) and Google Workspace. Experience with CRM/Field Service software (ServiceTitan, Jobber, or similar) is a major plus.
• Communication: Exceptional verbal and written communication skills; ability to stay calm and professional under pressure.
• Logistics: Strong multitasking skills with the ability to coordinate complex schedules.

Preferred

• Industry Knowledge: Previous experience in the residential glass or home improvement industry.
• Bilingual: Spanish speaking is a significant plus.
• Education: 2 or 4‑year college degree preferred.

What You Bring to the Team

• Ownership: A proactive, dependable attitude—you don’t wait to be told what to do; you see a gap and fill it.
• Detail‑Oriented: You double‑check measurements and pricing because you know the "little things" impact the bottom line.
• Growth Mindset: You are excited about the opportunity to help build a business from the ground up.
• Pay: $18.00 – $22.00 per hour (commensurate with experience).
• Bonus: Performance‑based incentives tied to lead conversion and operational efficiency.
• Benefits: Paid Time Off (PTO), holidays, and career advancement opportunities as the franchise scales.
• Schedule: Full‑time, Monday–Friday, 8:00 AM – 5:00 PM.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.