Operations & Administrative Coordinator | ZR_29848_JOB

This is a remote position.

Operations & Administrative Coordinator

Monday to Friday; 8 AM - 5 PM ET/40 hours per week

Role Overview

The Operations & Administrative Coordinator will serve as the operational hub of the business — managing scheduling, dispatching, client coordination, and ensuring seamless day-to-day flow. This role requires strong organizational skills, responsiveness, and the ability to juggle multiple priorities while maintaining excellent communication with clients and the field team.

Key Responsibilities
Operations & Scheduling

• Manage the master job calendar, technician dispatch, and daily route coordination.
  

• Confirm job details, send client reminders, and handle same-day changes or reschedules.
  

• Coordinate with airports, FBOs, and MROs to secure ramp access, gate passes, and job clearances.
  

• Monitor technician check-ins, completion updates, and photo submissions for quality assurance.
  

Customer Service & Support

• Respond promptly to new inquiries during business hours.
  

• Prepare and send quotes using the franchise pricing app (for management approval).
  

• Follow up on pending quotes and ensure a smooth booking-to-completion process.
  

• Deliver clear and professional client communication throughout the service journey.
  

• Collect and log client reviews post-service to support franchise quality compliance.
  

Administrative Coordination

• Support the invoicing and payment process when the franchise system is unavailable.
  

• Maintain accurate service records and digital documentation.
  

• Liaise with the bookkeeper or accountant as needed to ensure proper financial workflow and reporting.
  

Recruiting & Onboarding Support

• Post technician job openings when needed and coordinate candidate interviews.
  

• Assist with onboarding new hires, digital file management, and basic HR documentation.
  

• Monitor attendance, schedule adjustments, and time-tracking compliance.
  

Systems & Reporting (Franchise Compliance)

• Follow established franchise systems and SOPs for operations and reporting.
  

• Maintain accurate entries within Notion, Google Workspace, and franchise tools.
  

• Support compliance by ensuring data and activity logs are kept current and properly formatted.
  

Requirements

Qualifications

• 2+ years of experience in operations coordination, scheduling, or administrative support (service or field-based business preferred).
  

• Excellent written and verbal communication skills in English; Spanish is an advantage.
  

• Highly organized, proactive, and detail-oriented with strong multitasking ability.
  

• Comfortable using digital tools such as Google Workspace, Notion, QuickBooks Online, and Slack.
  

• Ability to work independently while staying aligned with franchise systems and processes.