Operations Coordinator at Traylor Bros. Inc.

Orlando, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Oct, 26

Salary

0.0

Posted On

08 Jul, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Permitting Management, Accounts Payable Processing, Office Administration, Warranty Coordination, Microsoft Office Suite, Data Entry, Project Tracking, Customer Experience, Vendor Management, Document Control, Scheduling, Financial Reporting

Industry

Construction

Description

Operations Coordinator position available at Rockwell Homes There was a time when families knew their neighbors. When a handshake sealed a deal. And when builders personally knew their homebuyers. Rockwell Homes wants to take you back to that time. RockWell Homes is a new homebuilder, proudly beginning our journey in Orlando, Florida. Though our company is new, our philosophy is old – build relationships and treat everyone well. We believe it is time to return to these basics. With over 20 years of homebuilding experience, working in multiple markets with some of the country's largest and smallest homebuilders, the Rockwell team is ready to create a different kind of homebuilding experience. RockWell homes feature unique, harmoniously blended streetscapes, designed to encourage interaction and connection. They are built for each family with the highest quality materials and thoughtful details. Rockwell communities are tight-knit and family-oriented. Neighbors know each other thanks to wide front porches and sidewalks that promote a community lifestyle. From our homeowners to our team members to our local business owners, we believe in building "community" in every sense of the word. RockWell customers are respected, involved, and well cared for, from day one. We guarantee that you will know us, and we will know you! We keep you informed throughout each step of the buying/building process, so you will always know what is going on while we build the house you will call home. RockWell team members are special. We only choose people who "get it,” who share in our passion for community, and for connecting with our customers and trade partners. We expect all of our team members to be good stewards in the community, treating everyone with respect and consideration. RockWell trade partners are true partners. We build solid, enduring relationships that serve our homeowners as well as our communities. We have their backs, and they have ours. What else can we ask for? * 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. The ideal candidate ensures project files move seamlessly from software systems to field managers, keeps trade payments on schedule, and maintains a high standard of customer experience for homeowners. *This summary provides a general overview of typical job responsibilities. It is not a complete description. Company employees are expected to perform all tasks assigned to them, even if not listed in the summary below. 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: o Submissions: Within 30 days of job release in BRIX. o Issuance: Within 60 days of job release in BRIX. · Field Support: Create and distribute "starts folders" and New Home Orientation (NHO) folders to Construction Managers (CMs) at least one week prior to orientations. · 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 Ensure punctual processing of invoices, accurate coding, and reliable trade partner payments. * 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 Maintain administrative efficiency, organization, and upkeep across the local office. * 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 Deliver an excellent customer experience to homeowners and trade partners. * 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. * This position may require periodic site visits, and the following activities and conditions may apply: * Sitting, standing, and walking through homes and throughout the site. * Project evaluation may require climbing stairs, ladders, or walking on uneven surfaces. * Exposure to overhead falling objects, sharp or pointed objects or surfaces. * Exposure to extreme environmental conditions may occur depending on weather conditions. Prepare and protect yourself appropriately. * Based on the stage of production, and where the work takes place, potential exposure to the following may occur: Dark or poorly lit areas, extreme noises, poor ventilation, airborne particles such as soil dust, wood dust, drywall dust, silica, etc. are common in the field construction environment. * Proper Personal Protection Equipment (PPE) will be required. aced work environment

Responsibilities

The Operations Coordinator manages the residential construction lifecycle by overseeing permitting, accounts payable, office administration, and warranty coordination. They ensure seamless project flow from software systems to field managers while maintaining high standards of customer and trade partner relations.