Operations Coordinator

Operations Coordinator

About Telostaff:

We help companies and people be the best version of themselves.

Telostaff is a premier staffing agency specializing in connecting small and emerging U.S.-based businesses with talented, fully-remote professionals from the Philippines. Our mission is to foster growth and innovation by providing dynamic companies with the support they need to thrive. Unlike traditional BPO giants, we partner with agile, newer enterprises that offer a vibrant, collaborative, and fun work environment, free from rigid corporate structures. If you are looking to join a forward-thinking organization that values creativity and teamwork, consider applying today

Job Summary

The Operations Coordinator plays a vital role in streamlining and supporting daily operational functions across office and field teams. This position provides essential support to the Director of Operations and works closely with the construction field team to bridge administrative workflows with on-site execution. Responsibilities include permitting, scheduling, vendor coordination, job tracking, documentation, and high-priority project oversight.

This is an excellent opportunity for a highly organized professional who thrives in fast-paced environments and enjoys cross-functional collaboration.

Duties and Responsibilities

1. Permitting & Regulatory Compliance

• Submit permit applications for plumbing, electrical, utility, and other regulated trades.
• Track permit status and follow up with city officials until approval is secured.
• Maintain a permit log (dates submitted, approval status, inspection dates, fees).
• Ensure compliance with local codes and update the team on changes in permitting processes.

2. Job Scheduling & Coordination

• Create and maintain the job calendar.
• Schedule unique or complex on-site jobs based on project documentation.
• Flag job complexity (simple, moderate, complex) for pricing analysis.
• Set deadlines and reminders to ensure projects stay on track.
• Coordinate internal meetings to review complex jobs.

3. Trade & Vendor Communication

• Contact licensed plumbers, electricians, or other required trades for each project.
• Share scope of work, permit requirements, and inspection timelines with trades.
• Collect bids or estimates as needed and input into job files.
• Maintain an up-to-date contact list of trusted trades and vendors.

4. Jobber Management

• Enter job details into Jobber (scope, pricing, trades involved, target deadlines).
• Ensure products and services are correctly linked.
• Confirm all approval steps are complete before job kickoff.
• Track job progress from initiation to billing.
• Ensure invoices are issued and payments are properly logged.

5. High-Priority Project Oversight

• Identify and monitor jobs tagged as "Star Priority."
• Proactively push these jobs through the pipeline, avoiding delays in permits, inspections, or billing.
• Provide daily and weekly status updates to leadership.

6. Administrative & Client Support

• Draft and update project documents (quotes, contracts, change orders).
• Send client updates, including permit statuses, scheduling confirmations, and billing reminders.
• Maintain organized digital and physical filing systems.
• Support CPA packet preparation with invoices and receipts from Jobber.
• Assist with maintaining internal checklists and playbooks (Jobber Playbook, client Playbook, etc.).
• Handle reservations for Airbnb stays.
• Manage rental equipment contracts and documentation.
• Maintain preventative maintenance logs for all company-owned equipment.
• Oversee inventory and maintenance of tools.
• Research and negotiate volume discounts on core materials used weekly.

Required Skills and Abilities

• 1–3 years of experience in construction operations and administrative support is preferred.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office and other operational software tools.
• Excellent written and verbal communication skills.
• Basic accounting knowledge, including invoicing, payments, and expense tracking.
• Ability to work independently and collaboratively in a fast-paced environment.
• Availability to work U.S. business hours for team coordination.

Preferred Qualifications

• Experience using Jobber or similar job management platforms for data entry, quoting, and billing workflows.
• Strong familiarity with Google Workspace (Docs, Sheets, Calendar, Drive).
• Experience using city permit portals for submissions and follow-ups.
• Background in construction, field services, or a similar operational environment.
• Familiarity with maintaining preventative maintenance logs and equipment inventories.

Telostaff Core Values and Benefits:

Together we…

• Focus On People: We consistently demonstrate care, love, dignity, and respect in all interactions, fostering deep connections and understanding.
• Embrace a Growth Mindset: We nurture curiosity, foster self-improvement, and approach challenges with a problem-solving and solution-oriented attitude, unlocking endless possibilities for personal and professional development.
• Pursue Excellence: We deliver exceptional customer service, maintain an unwavering commitment to quality, and continuously innovate to exceed expectations and set new standards of achievement.
• Operate Proactively: We take responsibility for actions, ensure tasks are completed efficiently, foster clear communication, and embrace gratitude as a guiding principle, embodying a culture of accountability and appreciation.

Benefits:

• Work remotely
• Internet Stipend
• Company IT equipment (laptop, monitor, etc.)
• 12 PTO Days + 12 Holidays annually
• 13th month pay
• Scheduled salary adjustment after six months, 1 year, and each year after

Job Type: Full-time

Pay: Php35, Php40,000.00 per month

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Flexible schedule
• Health insurance
• Opportunities for promotion
• Pay raise
• Work from home

Education:

• Bachelor's (Required)

Experience:

• Basic Accounting & Invoicing: 1 year (Required)
• Administrative Support: 2 years (Required)

Language:

• English (Required)

Work Location: Remote