Operations Coordinator

4 weeks ago

Williston, United States Otter Creek Awnings Full time

Otter Creek Awnings is a locally-owned small business since 1976. We proudly serve our clients and offer the finest shading products and impeccable service. When you work with Otter Creek Awnings, you do so with the peace of mind that comes with knowing that our company has been around for decades and we take great pride in our work.

We have a fun, friendly work environment and are looking to hire an Operations Coordinator This position is a key part of our operations team and will assist with daily operations, including scheduling of awning projects and services, as well as order processing. This key role also provides exemplary customer service to current and prospective clients. If you enjoy multi-tasking with critical thinking in a fast paced role, we encourage you to apply

Scheduling and Coordination of Awning Installations/Services:

Prepare and present installation updates at weekly staff meetings. Communicate and work closely with Operations Manager, Project Manager, and Installers on scheduling for each week. Review job books with the assistance of the Operations Manager to ensure customer service and installation timelines are met. Plan installations and services with geographic and completion times in mind. Collaborate with Operations Manager on monthly and yearly goal expectations. Ensure appropriate products are available for installation and services. Manage and oversee the yearly seasonal installation/removal/storage scheduling and contract generation. Track and schedule seasonal installations and removals. Close out jobs on a weekly basis in Marketsharp (CRM) system by entering completion date, number of installers, etc. Facilitate Work-in-Progress meetings with Project Manager and CFO to plan and execute the scheduling of installations and services. Schedule service calls for awning emergencies and notifies appropriate parties. Answer installation questions for sales and design team. Work with Project Manager and Operations Manager to maintain appropriate inventory levels for parts for stock and warranty issues. Calculate service and awning cleaning costs with the assistance of Operations Manager. Work closely with KE USA customer service team to process new product and parts orders. Process warranty and order paperwork. Coordinate deliveries. Attend yearly KE USA technical training academy and obtain up-to-date product and installation knowledge.

Customer Service:

Answer incoming phone calls and provide customer assistance for scheduling appointments, service calls and general inquiries. Greet showroom walk-ins and present them with product offerings or service information. Communicate with clients in a timely and professional manner in preparation for installation and service calls. Call and respond to clients with any updates as necessary and treat them in a kind courteous manner. Work closely with KE USA, our manufacturer, to obtain timing and expected completion of orders. Communicate with office staff to ensure necessary information is disseminated throughout the team.

The above duties and responsibilities describe the general nature and level of work performed in this job. They should not be construed as an exhaustive listing of all job duties and responsibilities by employees so classified.

Knowledge, Skills and Abilities:

Superb customer service skills and the ability to effectively communicate with customers. Strong attention to detail. Knowledge of awning materials/components, methods, or general construction a plus Use of critical thinking, logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Highly motivated with the ability to multitask, prioritize tasks, meet deadlines and thrive under pressure. Ability to take initiative, be proactive and make decisions independently. Excellent communication skills and professionalism.

Education and Experience Requirements:

High School Diploma or Equivalent with 10-15 years of managing business logistics, scheduling and monitoring projects. Proven track record of working independently on projects with critical thinking skills. Computer experience that includes internet navigation, MS Office and CRM’s.

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