Project coordinator

Project Coordinator (Service + Production Operations) — Job Description
Department: Operations / Administration
Employment Type: Full-time (Ontario)
(occasional early/late coverage during peak season, storms, emergencies)
Location: Remote Online
Tools: JobTread, Microsoft 365, CompanyCam, QuickBooks sync, WhatsApp, SiteDocs/JotForm (as needed)

Job Summary
The Project Coordinator is Sellax Roofing’s Operations Control Tower—the primary point of coordination between clients, crews, subcontractors, vendors, sales, accounting, and leadership. You manage the daily flow of service and production work so jobs move cleanly from intake ? authorization ? scheduling ? dispatch ? execution ? documentation ? closeout report ? invoicing ? collections support.

This role is built for a strong independent operator: someone who can manage multiple jobs at once, solve problems in real time, and keep clients informed without constant direction.


Key Responsibilities
Customer Service & Communication (30–35%)
• Answer incoming calls/emails/texts professionally and promptly.
• Triage requests (leak/emergency vs. scheduled service vs. inspection vs maintenance vs production support).
• Confirm appointment windows, expectations, and job readiness requirements.
• Provide proactive updates (confirmations, ETAs, delays/reschedules, multi-day progress updates).
• Document customer communication and commitments clearly.
• Escalate immediately to leadership for safety risks, critical assets impacted (IT/electrical), legal threats, or repeat failure/callback patterns.
Intake + Scheduling & Dispatch Support (25–30%)
• Schedule service calls, inspections, maintenance/RTM, snow/ice, and production start readiness.
• Optimize routes by geography and protect capacity with buffer time.
• Review schedule/dispatch queue multiple times daily and manage due dates 48 hours ahead.
• Dispatch crews/subs with a clear job brief: scope, access, contacts, priority, and photo requirements.
• Coordinate same-day changes due to emergencies, weather, access issues, or material delays.
Work Authorization + Job Readiness Control (10–15%)
• Ensure required Work Authorization is approved before dispatch (unless leadership exception).
• Confirm billing rules: PO requirements, approval contacts, invoice recipient, job limits (NTE if used).
• Ensure access and safety readiness: roof access method, sign-in/security rules, escorts, PPE requirements.
• Maintain a “dispatch-ready” standard—no crew rolls without complete site, access, scope, and contact information.
Crew / Vendor / Subcontractor Coordination (15–20%)
• Crews: confirm daily readiness (access, materials/equipment, safety needs, targets, documentation requirements).
• Crews: remove blockers in real time (weather, access, missing materials, client changes).
• Crews: enforce same-day field updates (status, notes, photos, ---------- ).
• Vendors & equipment: coordinate deliveries, pickup/returns, substitutions, shortages, and equipment rentals (lifts/cranes).
• Subcontractors: schedule subs, confirm scope/timeline, collect compliance documents (WSIB, COIs, agreements).
• Subcontractors: ensure work is documented and invoices match approved scope/PO before forwarding to accounting.
Administrative Documentation + Reporting (10–15%)
• Maintain complete job files: photos, notes, work details, approvals, compliance documents.
• Produce weekly summaries: backlog health, leak SLA performance, schedule vs. completion, invoice readiness, red-flag accounts.
• Maintain clean organization standards for digital files and job attachments.
Job Closeout + Client Reporting (Quality Gate) (10–15%)
• Review completed work for clarity and completeness before closeout.
• Create a client-facing closeout report from crew information: work performed, findings, before/after photos, materials used, recommendations/next steps.
• Ensure every job is client-ready (understandable) and invoice-ready (complete backup).
Invoicing + Billing Support + AR Coordination (10–15%)
• Create and send invoices based on completed work and approved documentation.
• Verify invoice accuracy (scope line items, labor/materials, photos/closeout report, PO reference if required).
• Target invoice turnaround: within 48 hours of job completion (service).
• Support AR follow-up: send reminders, document attempts, flag aging accounts, escalate red flags.
• Controls: payment releases, payroll release, credit holds, and major credits/adjustments require GM/Accounting approval.
Materials, Equipment & Inventory Tracking (Ongoing)
• Track materials/equipment by job: ordered, delivered, used, returned.
• Maintain simple shop + truck stock control for key items (top 30–50 SKUs).
• Trigger restocks, track stock-outs/returns/shrink, and report variances.
• Ensure inventory purchases are coded correctly (job vs. stock).
Additional Duties / Special Projects (As Needed)
• Assist with process improvements, templates/checklists, seasonal readiness, and reporting upgrades.
• Support internal initiatives and provide coverage during peak periods or emergencies.
• Other tasks as assigned by leadership to support operations growth.
Success Metrics (KPIs)
• Backlog ? 75% monthly goal.
• 95% leak calls scheduled within 72 hours.
• 90%+ ETA compliance; 100% ETA changes communicated/logged.
• Invoice speed: 48-hour average from completion ? invoice sent.
• Job file completeness: 95%+ photos/notes/status/backup.
• Invoice accuracy: