Operations Coordinator

POSITION DESCRIPTION

1. POSITION IDENTIFICATION

Title  Operations Coordinator

Functional Area Infrastructure Systems

Reports to Infrastructure Systems Director

Compensation Range $16 - $20 per hour 

Employment Status  Full Time

2. POSITION OBJECTIVE

Keep the Infrastructure System team’s operating record current and complete so the management can lead delivery, technicians can work from reliable information, customers receive promised administrative follow-up, and finance department has invoice-ready documentation quickly.

3. GENERAL RESPONSIBILITIES

Responsibilities include but are not limited to:

 •     Current project and ticket records, status, assignments, dates, notes, and required attachments in the approved system.

•     Complete same-day collection and follow-up for technician time, materials, photos, cable sheets, test records, and job status.

•     Accurate equipment tracking, return, and vendor-record support tied to the correct job, to assist the PM as needed.

•     Administrative status notices, document requests, and follow-up tasks delegated by the PM or Director.

•     Organized project files, digital or hard copy, closeout checklists, acceptance records, as-builts/warranty documents, and invoice-ready packets.

•     A visible exception list for missing documentation, overdue input, stalled closeout, or record conflicts with an owner and due date.

4. COMPETENCIES REQUIRED

Communication

·       Protect confidential information

·       Distinguishes administrative execution from technical authority

·       Clear written and verbal skills

Teamwork

·       Comfortable following up with technicians, customers, vendors, and internal leaders

·       Provide knowledge for team members within the scope of work assigned

Problem-solving

·       Customer questions/concerns

·       Connecting them to the proper agents

Self-Management

·       Self-Motivation

·       Work/Personal Time Management 

Planning and Organization 

·       Must be personally organized, accurate, and persistent

·       Identify and meet quoting, procurement, and project deadlines

Technology

·     Data entry

·     Office365 software, strong MSExcel skills desired

·     CRM integration

Learning

·     Teachable and able to retain 

·     Project/ticket, purchasing, documentation and communication systems

Initiative 

·     Self-Starter

·     Strong Work Ethic

·     On Time

5. ORGANISATIONAL RELATIONSHIPS/AUTHORITY

ORGANISATIONAL RELATIONSHIPS

Reports to:                        Team Director

Managed by:                     Team Director & Project Manager

Internal Contacts:             Direct Report(s) / Technicians / Warehouse / Financial Department

  External Contacts:            Vendors as directed

 ACKNOWLEDGEMENT

This job description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the role. 

VIP Technology Solutions Group is a turnkey communications technology provider for businesses. Our teams of experts specialize in Structured Cabling installation and repair, Workstation and Server services, Telephony, Internet and Voice-over IP, Surveillance Cameras and equipment, Managed IT Services, and more to keep your business, school, local government, or medical facility on the cutting edge of technology.