Operations Coordinator

Primary Role

The Operations Coordinator drives efficiency across the entire residential construction lifecycle. This role owns four critical business pillars: permitting and starts, accounts payable processing, office administration, and warranty coordination.

Key Responsibilities

• Permitting & Starts Management

  • Ensure timely permit submittals and punctual new home starts for the Division to meet corporate velocity goals.
  • Documentation: Request, assemble, and quality-control (QC) all required permit paperwork.
  • Partner Management: Track trade partner deliverables, review documentation for accuracy, request revisions, and escalate performance delays to the VP of Operations.
  • System Maintenance: Maintain complete, organized job files in SharePoint and ensure change orders are uploaded to BuildPro.
  • Timeline Accountability: Submit packages and track municipal timelines to hit Division targets:
  • Submissions: Within 30 days of job release in BRIX.
  • Issuance: Within 60 days of job release in BRIX.
  • Scheduling: Start new jobs in BuildPro based on dates provided by the Purchasing Manager.
  • Tracking & Closing: Manage the Division’s Permit/C.O. tracker, assist with Certificates of Occupancy, verify QA sign-off dates, and manage new home key distribution with the trim trade.

• Accounts Payable & Weekly Reporting

  • Invoice Processing: Code and process Division accounts payable invoices accurately, researching discrepancies as needed.
  • Process Optimization: Partner with the Corporate Controller to streamline local AP workflows and support special financial projects.
  • Purchasing Support: Assist the Purchasing Manager with purchase order (PO) and payable research.
  • Reporting: Generate and deliver weekly Extra Purchase Order (EPO) and Warranty spend reports to the VP of Operations and Purchasing Manager prior to executive submission.

• Office & Business Administration

  • Executive Support: Assist the VP of Operations with process documentation, communications, mail distribution, and administrative filing.
  • Compliance Filing: Sort mail and accurately file trade partner Notice to Owner (NTO) forms.
  • Cross-Departmental Support: Provide backup administrative assistance across warranty, purchasing, construction, sales, and marketing.
  • Facilities Management: Order office supplies (paper, toner, etc.), maintain the copy/filing room, and ensure general office and kitchen tidiness.

• Warranty Coordination

  • Ticket Intake: Monitor and process inbound warranty tickets from HB 2-10, the Orlando warranty inbox, and phone calls.
  • Dispatching: Create warranty service tickets in BuildPro and assign appointments to Customer Care Representatives or CMs.
  • Liaison Operations: Act as the primary communication link between homeowners, trade partners, and internal team members to resolve issues.
  • Financial Approvals: Issue BuildPro work orders and EPOs to authorize repairs and ensure trades are paid for billable work.

Core Competencies

• Technical:

  • Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
  • Comfortable learning and working within ERP and purchasing systems such as Hyphen BRIX, BuildPro, JD Edwards, NEWSTAR, Builder MT, or similar platforms.
  • Strong data entry and organizational skills with attention to detail.

• Team & Interpersonal:

  • Coachable & Adaptable – Receptive to feedback and willing to learn new processes and systems.
  • Effective Communicator – Professional verbal and written communication skills.
  • Organized & Detail-Oriented – Maintains accuracy while managing multiple priorities and deadlines.
  • Team Oriented & Supportive – Works collaboratively across departments and contributes positively to team success.
  • Customer Focused – Supports both internal and external stakeholders with professionalism and responsiveness.
  • Dependable & Proactive – Demonstrates initiative, follows through on responsibilities, and seeks clarification when needed.

Preferred (Minimum) Qualifications

• 1–2 years of experience in administrative support, operations coordination, construction administration, or related field preferred.
• Homebuilding or construction industry experience is a plus.
• Associates degree required; bachelor’s degree preferred.
• Basic understanding of construction documents and residential building processes preferred.
• Strong organizational skills and computer literacy required.

Physical Requirements

• Ability to remain seated or stand for extended periods.
• Occasional lifting of office items up to 40 lbs.
• Frequent use of hands/fingers for computer and office equipment.
• Visual ability to read a computer monitor and printed materials (with or without corrective lenses).
• Adequate hearing (with or without hearing aids) for conversations and meetings.

Required Skills

• EEO Statement

Qualifications

• 1–2 years of experience in administrative support, operations coordination, construction administration, or related field preferred.
• Homebuilding or construction industry experience is a plus.
• Associates degree required; bachelor’s degree preferred.
• Basic understanding of construction documents and residential building processes preferred.
• Strong organizational skills and computer literacy required.