Operations Coordinator

Position Summary

The Glazing Solutions Operations Coordinator supports the Vice President of Glazing Solutions by managing operational tasks, coordinating project information, and ensuring clear communication between estimating, project management, service, glazing, and fabrication teams. This position plays a vital role in maintaining workflow efficiency, organizing schedules, and supporting activities from early project planning through closeout.

Operational & Administrative Support

• Assist the Vice President of Glazing Solutions with daily workflow coordination and internal communications.
• Maintain spreadsheets, reports, material cost data, and project information.
• Conduct research on material pricing, vendor trends, and industry data.
• Work regularly in Sage 100 and Sage 300 and understand ERP processes for APMs, PMs, and Service Teams.
• Provide backup and overflow support for Brin contract administration and TI billing processes, ensuring continuity of billing, documentation, and compliance during absences and workload surges.

Estimating, Brand Experience & Plan Room Support

• Gather drawings, specifications, and documents for estimators.
• Upload and organize Plan Room and CRM data related to new opportunities.
• Support the Brand Experience Department with sales support initiatives and sales events.

Scheduling & Coordination

• Support scheduling activities with the Glazing Supervisor for Contract Glazing.
• Coordinate with the Metals Shop on fabrication schedules, inventory levels, and material needs.
• Support accounting with inventory control and counts.
• Assist service teams with scheduling, communication, and work-order tracking.

Project Coordination & Closeout

• Communicate with APMs regarding open purchase orders, outstanding project requirements, and projected billings.
• Participate in final project review meetings and help facilitate closeout documentation and workflows.

Communication & Issue Resolution

• Respond to calls, emails, and general contractor inquiries; escalate issues to the VP when needed or route appropriately.
• Participate in sales meetings to support tracking, documentation, and follow-up tasks across teams.
• Work directly with the Operational Excellence Team to address training and process gaps.
• Perform other duties as assigned.

Contributor Accountabilities

• Complete role-specific tasks on time and with quality.
• Follow company policies and processes and hold peers accountable.
• Collaborate with team members to ensure work is delivered to meet client satisfaction.
• Share growth ideas, efficiencies, and system improvements.
• Communicate progress, needs, and updates to leadership.

Safety Responsibilities

• Champion a culture of safety across all operations.
• Ensure compliance with all safety regulations, policies, and procedures.
• Lead by example in promoting safe work practices and hazard awareness.
• Support safety training, audits, and continuous improvement efforts while working with the Safety Manager.
• Empower employees to speak up about safety concerns and take corrective action.
• Collaborate with safety teams to monitor and improve safety performance.
• Integrate safety into planning and project execution.

Qualifications

• Strong organizational, math aptitude, and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in ERP accounting systems, CRM systems, and Microsoft Office preferred.
• Ability to multitask and prioritize effectively.
• High attention to detail with strong problem-solving skills.
• Strong interpersonal skills and ability to work with a diverse team.
• Associate or bachelor’s degree preferred; equivalent experience considered.
• Ability to sit for prolonged periods while working at a computer.
• Ability to lift up to 15 pounds as needed.