Operations Coordinator

Pavago; California (MO); Híbrido; USD 55.000 - 75.000; Jornada completa

Descripción de la vacante

Pavago is seeking an organized Operations Coordinator to support day-to-day operations for roofing projects across California. You will handle permit coordination, client communication, invoicing, scheduling, and project documentation, working closely with project managers and field crews to keep projects compliant and moving forward from contract to close-out.

The role emphasizes accurate records in JobNimbus and QuickBooks, effective communication with homeowners and city offices, and

Formación

• Minimum 2 years in an operations or administrative role in construction or roofing.
• Hands-on with JobNimbus or a similar construction CRM for job tracking.
• Proficiency in QuickBooks for invoicing and payments.
• Experience pulling permits and coordinating municipal applications.
• Strong written and spoken English for client and city communications.
• Ability to manage multiple active projects with strong organizational skills.
• Self-motivated and able to work with minimal supervision.

Responsabilidades

• Coordinate permit processes across California and ensure compliance before work.
• Serve as primary contact for homeowners and commercial clients; manage inquiries.
• Generate and track invoices using QuickBooks; reconcile payments.
• Support production scheduling with project managers and field crews.
• Maintain accurate project records in JobNimbus with organized documentation.
• Handle day-to-day administrative tasks and internal communications.

Conocimientos

Permit coordination

Customer coordination

Invoicing

Production scheduling

JobNimbus

QuickBooks

Administrative coordination

Multitasking

English proficiency

Herramientas

JobNimbus

QuickBooks

Descripción del empleo

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

We are looking for an organized and detail-oriented Operations Coordinator to support the day-to-day operations of a growing roofing company serving customers across California.

This role combines permit coordination, customer communication, invoicing, production scheduling, job documentation, and administrative support. You'll work closely with project managers and field crews to keep roofing projects organized, compliant, and moving forward from signed contract through project close-out.

What You'll Own

Permit Coordination

• Manage the full permit process for roofing projects across California.
• Track permit applications and follow up with local municipalities.
• Ensure every job is fully compliant before work begins.

Customer Coordination

• Serve as the primary point of contact for homeowners and commercial clients.
• Answer inbound calls and respond to customer inquiries.
• Keep customers informed throughout the production cycle.
• Escalate issues requiring field decisions to the appropriate project manager.

Invoicing & Billing

• Generate, send, and track invoices using QuickBooks.
• Reconcile payments and maintain accurate records.
• Flag outstanding balances to the appropriate team member in a timely manner.

Production Scheduling Support

• Work alongside project managers and field crews to coordinate roofing project timelines.
• Confirm material deliveries and job readiness.
• Identify and flag scheduling conflicts before they affect crews on the ground.

Job & Document Management

• Maintain accurate and up-to-date project records in JobNimbus.
• Keep photos, contracts, notes, and permit documentation organized.
• Ensure the team has a reliable single source of truth for every active project.

Administrative Operations

• Handle day-to-day office tasks, including filing and data entry.
• Manage internal communication and administrative needs.
• Support the smooth operation of the California team.

Requirements

• At least 2 years of experience in an operations coordinator, office manager, production coordinator, or administrative coordinator role.
• Experience in construction, roofing, or a related trade is preferred.
• Hands-on experience with JobNimbus or a comparable construction CRM for job tracking and documentation.
• Proficiency in QuickBooks for invoicing, payment tracking, and basic financial record-keeping.
• Experience pulling building permits or coordinating permit applications.
• Understanding of municipal permitting in California or a comparable jurisdiction.
• Strong written and spoken English.
• Confidence representing a roofing company professionally on calls with customers, city offices, and contractors.
• Ability to manage multiple active projects simultaneously.
• Strong prioritization, organization, and record-keeping skills with minimal supervision.

What Makes You a Strong Fit

• You follow through without needing reminders and take ownership of tasks until they are completed.
• You communicate proactively when something is delayed, behind schedule, or unclear.
• You are highly precise with permit numbers, invoice amounts, job addresses, customer names, and other project details.
• You remain calm and organized when multiple priorities require attention at the same time.
• You know how to triage tasks, take clear notes, and keep work moving.
• You are comfortable coordinating across teams and time zones through phone, email, and JobNimbus.
• You are proactive about identifying potential issues before they impact customers, crews, or project timelines.

What Success Looks Like

• Permit applications are tracked, followed up on, and completed before work begins.
• Customers receive timely and professional communication throughout the production cycle.
• Invoices and payments are accurately processed and tracked.
• Project schedules, materials, and potential conflicts are proactively coordinated.
• JobNimbus records remain accurate, complete, and up to date.
• Project managers and field crews have the information they need to execute jobs smoothly.
• Administrative tasks are completed reliably without constant follow-up.

Typical Day

Your morning starts by reviewing JobNimbus for new jobs, updated project statuses, and tasks that came in overnight.

You'll check outstanding permit applications, send required follow-up documentation to city offices, and update project records accordingly. Mid-morning often brings inbound customer calls, where you'll answer scheduling questions, provide project updates, and elevate anything requiring a field decision to the project manager.

Before midday, you may process new invoices in QuickBooks and reconcile recent payments.

Afternoons are typically focused on production coordination, confirming crew schedules, flagging material needs, and making sure upcoming roofing projects have everything in place before work begins.

You'll work closely with project managers and field leadership, with most coordination taking place asynchronously through phone, email, and JobNimbus notes.

Interview Process

1. Recruiter Screening
2. Client Interview
3. Final Selection