Operations Support Coordinator

Role Description:
The Operations Support Coordinator is the digital role for Seal’em Solutions. This offsite role focuses on the seamless execution of the "pre-job" and "post-job" lifecycles. By leveraging digital plans, CRM data, and real-time communication, this role ensures that quotes are issued accurately, schedules are optimised, and every client or subcontractor enquiry receives a professional, same-day response. You provide the critical administrative infrastructure that allows our field teams to focus exclusively on-site execution.
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Key Responsibilities:
1. Digital Estimation & Quote Generation

• Virtual Quoting: Prepare and send professional, accurate quotes based on digital assessments, photographs provided by clients, or standard schedules of rates.
• Plan Scaling & Take-offs: Instead of physical site visits, use architectural drawings and site plans to perform digital take-offs and measurements for quoting.
• Pipeline Management: Systematically follow up on all sent quotes via phone and email to secure bookings and maintain a high conversion rate.

2. Strategic Scheduling

• Remote Dispatch: Manage and optimise the daily schedules for all applicators and subcontractors using GPS and CRM data to minimize travel time.
• Logistics Coordination: Book and confirm site inspections and touch-ups, ensuring all parties (builders and clients) are notified of confirmed requirements via email /SMS.
• Site Readiness Checks: Contact site supervisors 24 hours after full completion of jobs to ensure that all works has been completed.

3. High-Touch Communication & Responsiveness

• Same-Day Mandate: Monitor and address all incoming phone calls, voice messages, and email s within the same business day.
• Virtual Front Desk: Act as the primary remote point of contact for builders and residential clients, upholding the company’s reputation for elite service.
• Subcontractor Support: Act as the remote helpdesk for field teams, providing them with job details, product specifications, or client contact info as needed.

4. Real-Time Tracking & Compliance

• Compliance Repository: Remotely manage and verify mandatory documentation, including National Police Checks, White Cards, and site induction records for all field staff.

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Required Skill Set & Qualifications:
Technical & Software Proficiency:

• Google Workspace / MS Office: High competency in Excel (for rate calculations) and Teams/Outlook for communication.
• Digital Plan Reading: Ability to read and interpret architectural plans and use digital scaling software to provide accurate estimates.
• Zoho Ecosystem: Advanced proficiency in Zoho CRM to manage leads, EOIs, and project tracking.

Soft Skills & Core Competencies:

• Exceptional Responsiveness: A disciplined, "Zero-Inbox" mindset for daily communication.
• Spatial Intelligence: The ability to visualize site challenges from photos or drawings without being physically present.
• Problem-Solving: Ability to re-route teams and solve scheduling conflicts remotely under pressure.

Mandatory Requirements:

• Reliable High-Speed Internet: Essential for CRM and plan-loading.
• Quiet Home Office Environment: Professional setting for handling high-volume client calls.