Operations Coordinator

Position Type:
Full-Time, Remote
Working Hours:
U.S. Business Hours
About the Role
We are looking for an organized and detail-oriented Operations Coordinator to support the day-to-day operations of a growing roofing company serving customers across California.
This role combines permit coordination, customer communication, invoicing, production scheduling, job documentation, and administrative support. You’ll work closely with project managers and field crews to keep roofing projects organized, compliant, and moving forward from signed contract through project close-out.
What You’ll Own
Permit Coordination
Manage the full permit process for roofing projects across California.
Track permit applications and follow up with local municipalities.
Ensure every job is fully compliant before work begins.
Customer Coordination
Serve as the primary point of contact for homeowners and commercial clients.
Answer inbound calls and respond to customer inquiries.
Keep customers informed throughout the production cycle.
Escalate issues requiring field decisions to the appropriate project manager.
Invoicing & Billing
Generate, send, and track invoices using QuickBooks.
Reconcile payments and maintain accurate records.
Flag outstanding balances to the appropriate team member in a timely manner.
Production Scheduling Support
Work alongside project managers and field crews to coordinate roofing project timelines.
Confirm material deliveries and job readiness.
Identify and flag scheduling conflicts before they affect crews on the ground.
Job & Document Management
Maintain accurate and up-to-date project records in JobNimbus.
Keep photos, contracts, notes, and permit documentation organized.
Ensure the team has a reliable single source of truth for every active project.
Administrative Operations
Handle day-to-day office tasks, including filing and data entry.
Manage internal communication and administrative needs.
Support the smooth operation of the California team.
Requirements
At least 2 years of experience in an operations coordinator, office manager, production coordinator, or administrative coordinator role.
Experience in construction, roofing, or a related trade is preferred.
Hands-on experience with JobNimbus or a comparable construction CRM for job tracking and documentation.
Proficiency in QuickBooks for invoicing, payment tracking, and basic financial record-keeping.
Experience pulling building permits or coordinating permit applications.
Understanding of municipal permitting in California or a comparable jurisdiction.
Strong written and spoken English.
Confidence representing a roofing company professionally on calls with customers, city offices, and contractors.
Ability to manage multiple active projects simultaneously.
Strong prioritization, organization, and record-keeping skills with minimal supervision.
What Makes You a Strong Fit
You follow through without needing reminders and take ownership of tasks until they are completed.
You communicate proactively when something is delayed, behind schedule, or unclear.
You are highly precise with permit numbers, invoice amounts, job addresses, customer names, and other project details.
You remain calm and organized when multiple priorities require attention at the same time.
You know how to triage tasks, take clear notes, and keep work moving.
You are comfortable coordinating across teams and time zones through phone, email, and JobNimbus.
You are proactive about identifying potential issues before they impact customers, crews, or project timelines.
What Success Looks Like
Permit applications are tracked, followed up on, and completed before work begins.
Customers receive timely and professional communication throughout the production cycle.
Invoices and payments are accurately processed and tracked.
Project schedules, materials, and potential conflicts are proactively coordinated.
JobNimbus records remain accurate, complete, and up to date.
Project managers and field crews have the information they need to execute jobs smoothly.
Administrative tasks are completed reliably without constant follow-up.
Typical Day
Your morning starts by reviewing JobNimbus for new jobs, updated project statuses, and tasks that came in overnight.
You’ll check outstanding permit applications, send required follow-up documentation to city offices, and update project records accordingly. Mid-morning often brings inbound customer calls, where you’ll answer scheduling questions, provide project updates, and escalate anything requiring a field decision to the project manager.
Before midday, you may process new invoices in QuickBooks and reconcile recent payments.
Afternoons are typically focused on production coordination, confirming crew schedules, flagging material needs, and making sure upcoming roofing projects have everything in place before work begins.
You’ll work closely with project managers and field leadership, with most coordination taking place asynchronously through phone, email, and