Office Operations Coordinator

GroundBreakers; Fairfield (OH); On-site; USD 28,000 - 33,000; Full time

Benefits offered by this job

Health Insurance (Medical/Dental/Vison

401(k) Retirement Plan

Paid Time Off

Paid Holidays

Company-Paid Life Insurance and STD

Job summary

GroundBreakers is seeking an Office Operations Coordinator to support daily operations and deliver exceptional customer service across hydrovac excavation, CCTV inspection, hydro jetting, and utility locating. You will manage customer communications, assist in scheduling, prepare estimates, and review project data for accuracy while handling administrative tasks that keep workflows efficient.

The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a fast-paced

Qualifications

• High school diploma or equivalent.
• Strong communication, customer service, and problem-solving skills.
• Experience with CRM or estimating software preferred.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Ability to multitask in a fast-paced environment.

Responsibilities

• Serve as primary contact for customers and coordinate service requests.
• Manage operations email inbox and route communications to team members.
• Gather job requirements, site details, and project scope.
• Onboard new customers and collect required documentation (W-9s, COIs).
• Review project data for billing, scheduling, and accuracy.
• Assist with estimates and proposals for service offerings.
• Coordinate with field ops to ensure pricing and scheduling accuracy.
• Maintain organized records of contracts, estimates, and docs.

Skills

Communication skills

Customer service

Problem-solving

MS Office

Education

High School Diploma

Tools

CRM software

Estimating software

Job description

For over a decade, GroundBreakers, a 100% veteran and women owned company, has been a trusted leader in complete utility management services. With a proven track record of customer satisfaction and a reputation for excellence, we leverage advanced equipment, experienced union operators, and cutting-edge technology to stay at the forefront of the industry. We take pride in delivering every project with the highest standards of safety, efficiency, and productivity.

Position Overview

The Office Operations Coordinator plays a key role in supporting daily business operations and ensuring exceptional customer service across our service lines, including hydrovac excavation, pipeline CCTV inspection, hydro jetting, and private utility locating. This position is responsible for managing customer communications, assisting in scheduling jobs, preparing estimates, reviewing project data for accuracy, and handling administrative functions that support efficient workflow and service delivery. The ideal candidate is highly organized, detail-oriented, and able to effectively multitask in a fast-paced environment while maintaining professionalism and a strong commitment to customer satisfaction.

Responsibilities

Customer Service & Operations Support

• Serve as the primary point of contact for customers, responding to inquiries, resolving concerns, and coordinating service requests.
• Manage inbound and outbound customer communications in a professional and timely manner.
• Manage and monitor the operations email inbox, ensuring timely responses, routing communications to appropriate team members, and tracking customer requests, service updates, and operational correspondence.
• Gather and document job requirements, site information, and project scope details.
• Onboard new customers, including collecting and maintaining required documentation such as W-9s and Certificates of Insurance (COIs).
• Review customer files and project documentation to provide accurate information and support to clients.
• Identify customer needs and recommend appropriate service solutions, including hydrovac excavation, CCTV inspection, hydro jetting, and utility locating services.
• Assist with coordinating daily work schedules, field operations, and resource allocation to support timely and efficient project execution.
• Review daily job tickets to verify billing, payroll, and operational accuracy.
• Support customer retention efforts by maintaining client relationships and following up on leads, quotes, and service opportunities.
• Assist with the preparation of estimates and proposals for service offerings.
• Coordinate with field operations personnel to ensure accurate pricing, scheduling, and project execution.
• Maintain organized records of estimates, contracts, and project-related documentation.
• Submit and manage 811 locate requests through applicable state One-Call systems as required.

Administrative Support

• Assist with reporting, data entry, recordkeeping, and document management activities.
• Coordinate new hire onboarding documentation and maintain personnel records.
• Maintain electronic employee files and track employee certifications, qualifications, and training requirements.
• Monitor and track fleet maintenance schedules and related documentation.
• Provide general administrative and operational support as needed to ensure efficient office operations.
• Perform additional duties and special projects as assigned.

Qualifications

• High school diploma or equivalent.
• Strong communication, customer service, and problem-solving skills.
• Basic computer skills (Microsoft Office: Excel, Word, Outlook).
• Experience with CRM or estimating software preferred.
• Strong organizational and attention-to-detail skills.
• Professional communication (written and verbal).
• Ability to multitask in a fast-paced environment.
• Reliable, self-motivated, and team-oriented.
• Eagerness to learn technical services and industry terminology.
• Experience in construction, utilities, or industrial services preferred.
• Familiarity with underground utilities, hydrovac, or pipeline services preferred.
• Competitive Hourly Pay.
• Comprehensive Health, Dental, and Vision Insurance.
• Supplemental/Ancillary Benefits Available.
• Company-Paid Life Insurance and Short-Term Disability (STD) Coverage
• 401(k) Retirement Plan
• Generous Paid Time Off (PTO)
• Paid Holidays
• Supportive Team Environment and Excellent Company Culture.
• Opportunity for Long-Term Growth and Career Development.