Operations Coordinator - Phoenix
3 hours ago
Job description
MUST HAVES:
Administrative, Operations, Logistics, Field Service Coordination experience doing things like documentation, attendance tracking, and assisting payroll/finance department.
Industry Exp:
Construction, Logistics, Dispatch, Restoration companies, Mechanical/HVAC contractors and/or Commercial Service related
Takes direction well
Independent
Able to follow process and directions (Manager has laid out everything super clear for this hire)
Tech savvy (aka comfortable using platforms)
Strong communicator
Spanish huge bonus
Is attracted to growth (they see this role continuing to evolve and grow as their biz grows)
**Comfortable using their own cell phone (they will program GoTo to their cell, so they can take internal calls in the morning)
WORK SCHEDULE/
LENGTH:
40 hours per week role in total
M-F 5am - 2pm/3pm
Could work 5am - 8am at home, fielding calls (low volume calls, usually a couple per morning), then could come into office at 8am.
OR if they wanted to work from 5am in the office they can.Key Responsibilities
Workforce Coordination
- First point of contact for attendance reporting (through foremen/superintendents)
- Log absences and maintain attendance tracking systems
- Maintain discipline documentation records
- Coordinate onboarding paperwork for new hires
- Prepare weekly attendance summaries
- Maintain access to live scheduling platform
- Provide real-time scheduling visibility and data
- Review crew impact when call-ins occur and prepare adjustment options
- Coordinate scheduling with customers once approved
- Send schedule confirmations and reminders
- Collect missing time entries
- Identify discrepancies and prepare exception reports
- Coordinate clean payroll handoff with payroll administration
- Confirm contract documentation is complete prior to scheduling
- Track job start and completion milestones
- Ensure proper handoff to Accounting for invoicing
- Track certifications, fingerprint clearance cards, and badging requirements
- Coordinate documentation for weekly safety meetings
- Track field equipment inventory reporting
- Maintain operational process documentation and SOPs
- Support compliance and workforce reporting initiatives
Strongly Preferred:
Bilingual (English/Spanish)
Experience in one or more of the following environments:
- Construction operations; Dispatch or workforce coordination; Logistics; Field service coordination; Restoration; Mechanical/HVAC contractors; Commercial service industries
- Experience supporting field operations in a live environment
- Scheduling coordination or dispatch experience
- Attendance or workforce tracking experience
- Payroll-adjacent documentation experience
- Strong organizational and documentation skills
- Comfort working with spreadsheets and operational systems
- Ability to communicate clearly and assertively
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