US Based Remote Front Desk & Operations Coordinator

Quality Home Care: Michigan Private Duty Aides; United States; Remote; USD 42,000 - 62,000; Full time

Job summary

Quality Home Care: Michigan Private Duty Aides seeks an exceptionally organized Front Desk & Operations Coordinator to manage administrative flow from inquiry through scheduling, ordering, installation, invoicing, and payment. This role acts as the central hub between customers, estimators, technicians, and vendors, ensuring accuracy and efficient processes.

The ideal candidate double- and triple-checks work, communicates clearly via Teams/Zoom, and thrives with multitasking in a fast-paced

Qualifications

• Excellent written and verbal American English communication skills.
• Exceptional attention to detail.
• Strong organizational and time-management skills.
• Ability to manage multiple active jobs simultaneously.
• Ability to work independently without constant supervision.
• Strong follow-through and accountability.
• Excellent computer skills and strong Microsoft Excel skills.
• Experience using Microsoft 365 and Outlook.
• Ability to learn unfamiliar software quickly.
• Comfort working with tape-measure measurements and fractions down to 1/16 of an inch.
• Ability and willingness to cross-reference and triple-check important information.
• Professional telephone and customer-service skills.
• Ability to remain organized while handling last-minute changes and interruptions.
• Comfortable communicating regularly through video calls using Microsoft Teams and Zoom.
• Experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or a similar field is strongly preferred but not required for an exceptional candidate who learns quickly.

Responsibilities

• Answer and manage incoming customer inquiries professionally.
• Gather all required information for new residential and commercial jobs.
• Enter customer, project, measurement, scheduling, and job information into the appropriate software.
• Make sure job files are complete before moving to the next stage.
• Follow up with customers when additional information is required.
• Schedule estimates and on-site measuring appointments.
• Coordinate appointments between customers and estimators/technicians.
• Confirm appointments and communicate schedule changes.
• Ensure measurements and job specifications are properly documented and entered into the system.
• Build and manage technicians’ daily schedules.
• Coordinate installations, measurements, service calls, and other field appointments.
• Handle last-minute cancellations, rescheduling, technician changes, and scheduling conflicts.
• Communicate schedule updates clearly to customers and technicians.
• Help maximize technician productivity while maintaining realistic travel and job completion schedules.
• Manage product and material orders for jobs.
• Communicate with vendors regarding pricing, specifications, availability, lead times, order status, and delivery timelines.
• Compare purchase information against job specifications before submitting orders.
• Follow up on delayed or incomplete orders.
• Maintain organized records of vendor communications and purchase information.
• Cross-reference measurements between estimates, field measurements, orders, invoices, and job records.
• Double- and triple-check measurements before orders are placed.
• Identify conflicting or missing information before it causes a costly mistake.
• Verify dimensions, quantities, product types, finishes, hardware, and other job specifications.
• Escalate questionable or inconsistent measurements before an order is placed.
• Prepare and send customer invoices.
• Follow up regarding outstanding balances when necessary.
• Process customer payments according to company procedures.
• Maintain accurate payment records.
• Verify that invoices correspond correctly with completed work and job information.
• Assist management with payroll preparation and employee time information.
• Verify technician hours and related information before payroll is submitted.
• Maintain accurate administrative records.
• Assist management with other operational and administrative responsibilities as needed.
• Learn and utilize Smart Glazier.
• Work extensively with Microsoft 365, Outlook, and Excel.
• Help implement new software, modules, automations, and operational systems.
• Test new workflows and identify repetitive or inefficient processes.
• Help management create more organized and streamlined procedures.
• Learn new software and technology quickly.

Skills

English fluency

Attention to detail

Organization

Multi-tasking

Independent work

Follow-through

Excel

Microsoft 365

Outlook

Learn new software

Tape-measure reading

Cross-reference data

Customer service

Video conferencing

Glazing/construction experience

Tools

Smart Glazier

Microsoft 365

Outlook

Excel

Teams

Job description

Position Overview
We are a New Jersey-based glazing company specializing in residential and commercial glass installation. We are seeking an extremely organized, detail-oriented, and dependable Front Desk & Operations Coordinator to manage the administrative flow of jobs from the initial customer inquiry through scheduling, ordering, installation, invoicing, and payment.
This is much more than a traditional receptionist position. The person in this role will serve as a central point of coordination between customers, estimators, technicians, management, and vendors.
Because measurements, product specifications, scheduling, and ordering must be highly accurate, the ideal candidate is someone who naturally double- and triple-checks their work, catches inconsistencies before they become problems, and enjoys creating organized systems.

Key Responsibilities

Customer Intake & Job Setup

• Answer and manage incoming customer inquiries professionally.
• Gather all required information for new residential and commercial jobs.
• Accurately enter customer, project, measurement, scheduling, and job information into the appropriate company software and spreadsheets.
• Make sure job files are complete before moving them to the next stage.
• Follow up with customers when additional information is required.

Estimating & Measurement Scheduling

• Schedule estimates and on-site measuring appointments.
• Coordinate appointments between customers and company estimators/technicians.
• Confirm appointments and communicate schedule changes.
• Ensure measurements and job specifications are properly documented and entered into the system.

Technician Scheduling & Dispatch Coordination

• Build and manage technicians’ daily schedules.
• Coordinate installations, measurements, service calls, and other field appointments.
• Handle last-minute customer cancellations, rescheduling, technician changes, and other scheduling conflicts.
• Communicate schedule updates quickly and clearly to customers and technicians.
• Help maximize technician productivity while maintaining realistic travel and job-completion schedules.

Ordering & Vendor Coordination

• Manage product and material orders for jobs.
• Communicate directly with vendors regarding pricing, product specifications, availability, lead times, order status, and delivery timelines.
• Compare purchase information against job specifications before submitting orders.
• Follow up on delayed or incomplete orders.
• Maintain organized records of vendor communications and purchase information.

Measurement & Order Accuracy

Accuracy is a critical part of this position. The coordinator will be expected to:

• Cross-reference measurements between estimates, field measurements, orders, invoices, and job records.
• Double- and triple-check measurements before orders are finalized.
• Identify conflicting or missing information before it causes a costly mistake.
• Verify dimensions, quantities, product types, finishes, hardware, and other job specifications.
• Escalate questionable or inconsistent measurements before an order is placed.
  Candidates must be comfortable reading and working with tape-measure measurements and fractions down to 1/16 of an inch, including measurements such as 24 15/16”, 37 7/16”, and 48 3/8”.

Invoicing & Payments

• Prepare and send customer invoices.
• Follow up regarding outstanding balances when necessary.
• Process customer payments according to company procedures.
• Maintain accurate payment records.
• Verify that invoices correspond correctly with completed work and job information.

Payroll & Administrative Support

• Assist management with payroll preparation and employee time information.
• Verify technician hours and related information before payroll is submitted.
• Maintain accurate administrative records.
• Assist management with other operational and administrative responsibilities as needed.

Software & Process Improvement

• Learn and utilize Smart Glazier.
• Work extensively with Microsoft 365, Outlook, and Excel.
• Help implement new software, modules, automations, and operational systems.
• Test new workflows and identify repetitive or inefficient processes.
• Help management create more organized and streamlined procedures.
• Learn new software and technology quickly.

Required Qualifications

• Excellent written and verbal American English communication skills.
• Exceptional attention to detail.
• Strong organizational and time-management skills.
• Ability to manage multiple active jobs simultaneously.
• Ability to work independently without constant supervision.
• Strong follow-through and accountability.
• Excellent computer skills and strong Microsoft Excel skills.
• Experience using Microsoft 365 and Outlook.
• Ability to learn unfamiliar software quickly.
• Comfort working with tape-measure measurements and fractions down to 1/16 of an inch.
• Ability and willingness to cross-reference and triple-check important information.
• Professional telephone and customer-service skills.
• Ability to remain organized while handling last-minute changes and interruptions.
• Comfortable communicating regularly through video calls using Microsoft Teams and Zoom.
  Experience in glazing, construction, home improvement, contracting, installation, dispatching, estimating, or a similar field is strongly preferred but not required for an exceptional candidate who learns quickly.

Ideal Candidate

• Notices when one number does not match another.
• Naturally checks their work before submitting it.
• Enjoys organizing complicated information.
• Can manage many moving parts at once without losing track of the details.
• Is comfortable asking questions when something does not look correct.
• Learns new systems quickly.
• Communicates clearly and professionally with both customers and technicians.
• Takes ownership of problems until they are resolved.
• Is proactive rather than waiting to be told every next step.
• Enjoys finding better, faster, and more organized ways to operate.
  In this position, accuracy is just as important as speed.
  A small measurement, ordering, or scheduling mistake can create significant delays and costs, so we are looking for someone who takes pride in getting things right.

Remote Work Requirements

This is a 100% remote position. Candidates must have their own professional work-from-home setup, including:

• Modern, updated computer capable of efficiently running all required company software.
• Reliable high-speed internet connection.
• Reliable backup internet connection.
• Reliable power backup solution.
• Quality noise-canceling headset.
• Webcam.
• Quiet, private, and professional workspace.
• Ability to participate professionally in Microsoft Teams and Zoom video meetings.
• Ability to work uninterrupted during scheduled business hours.

Schedule

Monday-Friday | 9:00 AM-6:00 PM Eastern Time
Candidates must be consistently available during these hours.

Systems Used

• Smart Glazier
• Microsoft 365
• Microsoft Outlook
• Microsoft Excel
• Microsoft Teams
• Additional software and operational tools as implemented
  Prior Smart Glazier experience is a plus but is not required. The ability to quickly learn and confidently use new software is required.

What Success Looks Like

• Every incoming job is entered correctly.
• Estimates and measurements are scheduled promptly.
• Technicians know exactly where they need to be and when.
• Customers receive clear communication.
• Orders match the actual measurements and job specifications.
• Vendors are followed up with consistently.
• Invoices and payments are processed accurately.
• Management has reliable information.
• Fewer mistakes occur because details are caught before they become problems.
• Company processes become more organized and efficient over time.