Operations Coordinator - MA

Theuniversityunion; Massachusetts; On-site; USD 41,000 - 55,000; Full time

Job summary

Theuniversityunion is seeking an Operations Coordinator to support in-house installation teams and manage the project queue from contract to installation. You will schedule projects, dispatch crews and warehouse staff, and ensure accurate documentation for each phase of a project.

You will work closely with Operations leadership, coordinate with service departments, and serve as the primary customer contact during installations to ensure a smooth, high-quality experience for clients.

Qualifications

• Must have strong organizational skills and ability to multi-task in a high-pressure environment.
• Excellent problem-solving, teamwork, and proactive attitude are essential.
• Proficient with Microsoft Word, Excel, and common software; strong communication skills a must.

Responsibilities

• Support in-house installation teams and project queue to ensure high-quality installations and customer service.
• Schedule projects, dispatch crews and warehouse teams, and manage project documentation.
• Coordinate with managers and crews to ensure staffing, milestones, and information flow.
• Serve as primary customer contact during installations and maintain professional communication with stakeholders.
• Assist with data management, reports, and supplier/candidate interactions as needed.

Job description

• Location 1980 Turnpike Street,North Andover, MA, 01845,United States
• Base Pay $30.00 - $40.00 / Hour
• Employee Type FT Non-Exempt
• Manage Others No

The Operations Coordinator plays a key role in supporting the in-house installation teams and project queue while assuring the highest quality installation and customer service experience for our clients. The Operations Coordinator works together with the Operations Team to bring a project from the contract commitment phase to a complete installation. This includes scheduling projects, serving as the dispatch role for the crews and Warehouse teams throughout the day, and closing out project documentation. Additional operational tasks may be required based off volume and workflow.

Role and responsibilities (Include but not limited to):

• Work closely with the Operations Manager, Construction Manager, Facility Manager, Project Developers, New Construction Project Managers, Special Projects Manager, and Commercial Project Manager to ensure projects move efficiently through all required milestones.
• Coordinate with the Operations Manager to schedule jobs appropriately and ensure all relevant project information is communicated to the right teams.
• Verify that all required components for residential projects are ordered and in stock ahead of scheduled installation dates.
• Identify and coordinate project-specific needs such as utility shutdowns, meter pulls, site reviews, equipment rentals, barge/island logistics, DigSafe requests, and private locating.
• Assist with project closeouts, including documentation, monitoring portal setup, scheduling inspections, and facilitating a smooth customer handoff.
• Provide operational support as needed, including answering phones and covering general ops tasks when gaps arise.

Crew Oversight & Daily Field Coordination

• Conduct morning, midday, and end-of-day check-ins with installation crews to support efficient departures, workflow, and daily productivity.
• Manage crew coordination throughout installation, including schedule adjustments, timing, and task assignment.
• Assign crews to projects to ensure appropriate staffing and provide growth opportunities for installers.
• Coordinate with the Service Department to utilize available service technician capacity when additional installation support is needed.
• Act as the primary customer contact throughout the installation process to ensure a seamless experience and deliver legendary customer service.
• Maintain professional communication with customers and internal stakeholders to keep all parties informed of progress and next steps.
• Assist Branch Managers in improving operational processes to drive efficiency and customer satisfaction.

Data Management, Reporting & Administrative Support

• Update the CRM to reflect accurate project progress and milestone completion.
• Manage and publish installation queue lengths in the weekly Ops Report, and update/review the capacity tracker.
• Compose and distribute the weekly Operations Report to companywide recipients.
• Assist with interviews for construction and operations team candidates.
• Continuously seek opportunities to maximize efficiency and improve the customer experience.

Requirements

Qualifications

• Must have strong organizational skills, ability to multi-task and set priorities in a high-pressure environment.
• Must be able to work self-guided in a fast-paced and growing environment.
• Good at problem-solving and possesses great teamwork skills – the ability to foster a positive team environment.
• Must bring a positive attitude; thoughtful ideas for growth of the company are encouraged.
• Familiarity with Microsoft Word, Excel, and other commonly used software, including internet and e-mail.
• Must have good customer service skills as well as good oral and written communication skills.
• Flexibility – adjusts quickly to changing priorities and conditions. Copes with change.
• Proactive – acts without being told what to do. Brings new ideas to the process and procedures.
• Ability and willingness to successfully work with multiple branches on Operational tasks (scheduling, resource sharing).

Working conditions/ Physical demands:

• Limited physical effort
• Regularly operates computer and phone