Operations Coordinator

Operations Coordinator


About the Role

Reports to: Founder
Our client is an established pool service company that has been operating for approximately two and a half years and currently services around 230 properties on a weekly basis. The company has a team of five full-time employees and is continuing to grow, with plans to add another team member and expand into concrete prefab pool construction.
We're looking for an Operations Coordinator who can become a reliable extension of the Founder and take ownership of the day-to-day administrative and operational work that keeps the business moving.
This role is designed to take significant operational work off the Founder's plate. You'll help manage scheduling changes, billing and invoice follow-up, work orders, customer information, supplier coordination, and other recurring tasks that require someone to stay organized and follow through. As the company expands into construction, the role will also support additional coordination and administrative responsibilities related to projects, permits, subcontractors, and keeping work on track.
This is not a basic task-based administrative role. We are looking for someone who takes initiative, can work independently after receiving direction, and knows how to identify what needs to happen next without requiring constant hand-holding. When urgent work is under control, this person should be able to look at the backlog and proactively work on important projects or process improvements.
The right person will also have the opportunity to help build and improve the company's processes. While property information is already stored in the system, you will help document any workflows that need to be revised or updated. This role can help turn training and existing knowledge into SOPs, trackers, and repeatable processes that can be maintained as the company grows.


What You’ll Own

Operations & Scheduling
• Daily Scheduling: Monitor daily routes and make necessary schedule adjustments when changes arise. • Last-Minute Coordination: Respond quickly to schedule changes, service issues, and other time-sensitive operational needs.
• Route Support: Assist with maintaining accurate routes and ensuring new customers and service information are properly entered into Skimmer.
• Operational Follow-Through: Keep track of outstanding items and make sure tasks are followed through to completion.
• Founder Support: Take operational items off the Founder's plate so he can focus on higher-level business priorities.


Skimmer & Work Order Management
• Skimmer Administration: Become highly proficient in Skimmer and use it as the central system for day-to-day operational coordination.
• Work Orders: Create and manage work orders based on repair and service needs.
• Repair Coordination: Coordinate with the repair technician, Blaine, to ensure work orders are properly documented and tracked.
• Completion Tracking: Confirm that work has been completed and that the appropriate information is documented in the system.
• Customer Follow-Up: Help communicate updates to customers regarding completed repairs, service issues, and other operational matters.
• Property Information: Maintain accurate property-specific information within the system.


Billing & Invoice Support
• Monthly Billing: Assist with reviewing automatically generated invoices and identifying discrepancies or missed billing so revenue is not overlooked.
• Invoice Follow-Up: Track outstanding invoices and follow up as needed.
• Billing Accuracy: Review billing information carefully and flag issues that require the Founder's attention.
• Quotes: Assist with preparing, organizing, or following up on quotes as needed.

Note: QuickBooks bookkeeping and reconciliation are handled by an existing bookkeeper and are not a primary responsibility for this role.


Vendor & Supplier Coordination
• Supplier Payments: Help coordinate recurring supplier payments and administrative follow-up.
• Pricing Checks: Compare supplier pricing and identify opportunities or discrepancies that need attention.
• Vendor Communication: Follow up with vendors and suppliers to keep operational needs moving.
• Issue Resolution: Track outstanding vendor-related items and escalate anything requiring the Founder's involvement.

Construction Operations Support
As our client expands into concrete prefab pool installations, this role will support the administrative and coordination work associated with the new construction side of the business.
• Project Coordination: Help keep construction-related tasks organized and moving forward.
• Permit Support: Assist with administrative follow-up related to permits and project requirements.
• Subcontractor Coordination: Help keep track of subcontractor communication, schedules, and outstanding items.
• Project Follow-Through: Monitor open items and make sure important tasks do not fall through the cracks.

Process & SOP Development
• Process Documentation: Help document recurring workflows that are currently handled informally.
• SOP Creation: Turn training, recorded walkthroughs, and existing knowledge into clear and usable SOPs.
• Trackers: Create and maintain trackers for recurring operational workflows when appropriate.
• Process Ownership: Take ownership of processes after learning them and keep documentation updated as the business evolves.
• Property Knowledge: Learn the operational details associated with the company's properties and use that knowledge to support the team effectively.

Administrative & Business Support
• Customer Setup: Assist with adding and maintaining customer information in Skimmer.
• Administrative Tasks: Take ownership of recurring administrative tasks that support the Founder and field team.
• Backlog Projects: Use downtime productively by working through important-but-not-urgent projects and outstanding items.
• Social Media Support: Assist with basic social media tasks when operational priorities allow. This is a secondary responsibility rather than a primary focus.


Who This Role Is For
You may be a strong fit if you:

• Have Operations Experience: You have experience coordinating multiple moving parts, staying organized, and following tasks through to completion.
• Have Property or Field-Service Experience: Experience in pool service, property management, short-term rentals, dispatching, field services, or a similar environment.
• Understand Last-Minute Changes: You're comfortable working in an environment where schedules change and priorities can shift throughout the day.
• Are Highly Proactive: You don't wait for someone to tell you what to do next. You look at what is happening, identify what needs attention, and take action.
• Are Self-Directed: You can receive direction, figure out the next steps, and execute without constant supervision.
• Have Strong Follow-Through: You don't simply start tasks—you make sure they are completed and properly documented.
• Are Organized: You can keep track of schedules, invoices, work orders, vendors, customers, and multiple open items without losing track of details.
• Are Comfortable with Technology: You can learn software quickly and are comfortable working across multiple systems.
• Communicate Clearly: You have strong written and spoken English and can communicate professionally with customers, vendors, and team members.
• Have Good Judgment: You know what you can handle independently and when something needs to be brought to the Founder.
• Think Ahead: You naturally look for what could become a problem and address it before it becomes urgent.
• Take Ownership: You treat the responsibilities you're given as things you own, rather than simply completing isolated tasks.
• Use Downtime Productively: When the immediate workload is under control, you can identify backlog projects or process improvements that would add value.


Requirements
• Prior experience in the pool service industry, or a comparable dispatch/field-service/property-management role requiring real-time schedule coordination
• Comfortable handling last-minute changes and reprioritizing on the fly
• Self-starter — able to identify what needs attention and act on it with minimal hand-holding
• Strong written communication for client-facing follow-up


Preferred Qualifications
• Experience coordinating schedules for field-service teams or multiple properties.
• Experience with Skimmer or similar field-service/property management software.
• Experience managing work orders, repairs, maintenance requests, or service tickets.
• Experience with customer or client follow-up related to service work.
• Experience coordinating vendors, suppliers, subcontractors, or field technicians.
• Experience with billing, invoice review, quotes, or accounts receivable follow-up.
• Experience documenting processes and creating SOPs or operational trackers.
• Experience supporting construction or project coordination is a plus.
• Basic social media experience is a plus.


Compensation & Schedule
• Hourly Rate: $6–$11/hr, depending on experience and level of responsibility.
• Schedule: Full-time, Monday–Friday. Coverage should align primarily with the company's peak operating hours of 7:00 AM–4:00 PM U.S. Central Time, when the majority of the company's day-to-day operations and cleaning activity are taking place.
• Start Date: As soon as possible.
• Long-Term Opportunity: This is intended to be a full-time, ongoing position supporting the company's continued growth and expansion into construction.


Kindly apply through this link:
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Note: Please do not apply if you do not meet the required skills and qualifications listed above.