Operations Coordinator-Roofing Projects & Customer Success

Allied Roofing Partners; Santa Rosa (CA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401K

Employee Perks Program

Career growth

Job summary

Capstone Roofing is seeking an Operations Coordinator to manage customer communications and material purchasing for roofing projects. You’ll own the production process from intake to close, coordinating with the Operations Supervisor, Sales, subcontractors, suppliers, and office staff to keep projects organized and moving efficiently.

The role requires strong organization, attention to detail, and the ability to manage competing priorities.

Qualifications

• Strong organizational skills, attention to detail, and ability to manage multiple projects and deadlines.
• Excellent verbal and written communication, customer service, and problem-solving skills.
• Proficiency with Microsoft Office, email, and business software.
• Ability to maintain accurate financial and administrative records and protect confidential information.
• Independent judgment, initiative, accountability, and consistent follow-through

Responsibilities

• Serve as the primary point of contact for customers throughout the production process.
• Provide proactive daily updates on active projects during working days, including progress, schedules, and next steps.
• Respond promptly and professionally to customer calls, emails, and routine questions.
• Communicate installation dates, delivery information, delays, and changes; coordinate customer access and pre-installation needs.
• Escalate installation concerns, workmanship complaints, technical questions, and disputes to the Operations Supervisor.
• Follow up on escalated matters to ensure the customer receives a timely response and document interactions in AccuLynx.
• Own material ordering for approved roofing projects using approved estimates, scopes, and customer selections.
• Verify product types, quantities, colors, accessories, jobsite details, and delivery requirements.
• Place routine orders with approved suppliers under company purchasing guidelines.
• Confirm acknowledgments, track deliveries, and address routine shortages, backorders, or discrepancies.
• Maintain purchasing records in AccuLynx and elevate issues that may affect project execution.
• Obtain management approval for purchases or substitutions outside approved budgets, scope, or specifications.
• Own preparation and issuance of invoices according to approved contracts, payment terms, and project milestones.
• Invoice deposits, progress payments, and final balances promptly and accurately.
• Monitor open invoices, due dates, customer balances, and aging; proactively follow up on unpaid amounts.
• Provide payment instructions using approved company methods and document collection activity.
• Escalate disputed charges, delinquent accounts requiring intervention, and payment issues affecting production.
• Maintain accurate records and coordinate financial closeout, with payment posting and adjustments subject to company controls
• Assist the Operations Supervisor in coordinating roofing project schedules and logistical requirements.
• Communicate approved installation dates to customers, subcontractors, and suppliers.
• Confirm material availability and administrative readiness; track missing prerequisites.
• Update scheduling information in AccuLynx and report conflicts, delays, or capacity concerns.
• Assist with inspections, deliveries, and project-related appointments
• Review approved jobs for complete customer information, contracts, scopes, and selections.
• Maintain accurate job notes, communications, milestones, and administrative documentation in AccuLynx.
• Track outstanding tasks, coordinate corrections, and assist with permit and inspection administration.
• Organize material orders, invoices, payment records, and project correspondence.
• Support project closeout and provide the Operations Supervisor with timely status updates
• Assist with incoming telephone calls, office visitors, emails, and general inquiries.
• Route messages to appropriate personnel and provide professional customer service.
• Support appointments, meetings, correspondence, office records, and routine administrative tasks.
• Assist other departments when operational priorities permit
• Work with Sales to resolve missing or inaccurate job information.
• Coordinate with the Operations Supervisor on project readiness, customer issues, and materials.
• Communicate with suppliers and subcontractors regarding approved purchases and logistics.
• Identify recurring workflow problems and recommend process improvements.

Skills

Organizational skills

Attention to detail

Multi-project management

Verbal communication

Written communication

Customer service

Problem solving

Microsoft Office

Email

Business software

Independent judgment

Initiative

Tools

Microsoft Office

Email

Business software

Job description

Capstone Roofing is seeking an Operations Coordinator to manage customer communications and material purchasing for roofing projects. You’ll own the production process from intake to close, coordinating with the Operations Supervisor, Sales, subcontractors, suppliers, and office staff to keep projects organized and moving efficiently.

The role requires strong organization, attention to detail, and the ability to manage competing priorities.