Operations Coordinator/ Assistant

Data-Tele Contractors, Inc; Carlstadt (NJ); Hybrid; USD 50,000 - 65,000; Full time

Job summary

Data-Tele Contractors, Inc. is hiring an Operations Coordinator/Assistant to support the VP of Business Operations.

This full-time, in-office role handles invoicing, AR collections, estimating, vendor and client onboarding, and CRM data entry in a fast-paced contracting environment. The position requires 1–3+ years of administrative or operations support, strong organization, and proficiency with MS Office/Excel; QuickBooks or CRM experience is a plus.

Qualifications

• 1–3+ years of administrative, office, or operations support experience (construction/contracting industry a plus, not required)
• Strong organizational skills and attention to detail
• Comfortable with Microsoft Office/Excel; QuickBooks or CRM software experience a plus
• Clear written and verbal communication
• Able to manage multiple deadlines and priorities independently
• High school diploma or equivalent required; associate degree or higher preferred

Responsibilities

• Prepare and organize supporting documentation required for invoicing
• Follow up on routine, day-to-day accounts receivable collections (calls/emails)
• Keep billing and accounts-receivable trackers accurate and up to date
• Collect and file packing slips (delivery/shipment receipts) against purchase orders
• Handle new vendor and client onboarding paperwork
• Log new estimate requests and maintain the estimating tracker
• Enter and maintain data in the CRM system; pull basic reports
• Review and confirm correct tax documents are applicable to bid documents
• Support general filing, document organization, and administrative troubleshooting
• Address W-9 and client waivers
• Setting and saving job win folders
• Ensuring all documents are properly saved and mathematically accurate
• Physically prepare and send invoices

Skills

Administrative experience

Organizational skills

MS Office/Excel

QuickBooks/CRM experience

Written & verbal communication

Time management

Multitasking

Education

High school diploma or equivalent

Associate degree or higher preferred

Tools

QuickBooks

CRM software

Microsoft Excel

Job description

Position
Operations Coordinator/Assistant

Job
Full-Time, In-Office

About the Role

Data-Tele Contractors Inc., a growing IT, AV, and low-voltage contracting firm, is hiring an Operations Coordinator/Assistant to support our Vice President of Business Operations. This role handles the day-to-day administrative work behind billing, collections, estimating, vendor and client onboarding, and our CRM (customer relationship management) system, so our operations team can focus on oversight and growth. It's a great fit for someone organized, detail-oriented, and comfortable juggling multiple ongoing tasks in a fast-paced construction/contracting environment.

Key Responsibilities

• Prepare and organize supporting documentation required for invoicing
• Follow up on routine, day-to-day accounts receivable collections (calls/emails)
• Keep billing and accounts-receivable trackers accurate and up to date
• Collect and file packing slips (delivery/shipment receipts) against purchase orders
• Handle new vendor and client onboarding paperwork
• Log new estimate requests and maintain the estimating tracker
• Enter and maintain data in the CRM system; pull basic reports
• Review and confirm correct tax documents are applicable to bid documents
• Support general filing, document organization, and administrative troubleshooting
• Address W-9 and client waivers
• Setting and saving job win folders
• Ensuring all documents are properly saved and mathematically accurate
• Physically prepare and send invoices

Qualifications

• 1–3+ years of administrative, office, or operations support experience (construction/contracting industry a plus, not required)
• Strong organizational skills and attention to detail
• Comfortable with Microsoft Office/Excel; QuickBooks or CRM software experience a plus
• Clear written and verbal communication
• Able to manage multiple deadlines and priorities independently
• High school diploma or equivalent required; associate degree or higher preferred

Title
Operations Coordinator/Assistant

Salary Range
$50,000 – $65,000 annually (commensurate with experience)

Reports To
Fabiola Ochoa - Vice President of Business Operations