Operations Coordinator/ Assistant
At a glance
Organization
Data-Tele Contractors, Inc.
Position
Operations Coordinator/Assistant
Location
Carlstadt, NJ
Job
Full-Time, In-Office
About the Role
Data-Tele Contractors Inc., a growing IT, AV, and low-voltage contracting firm, is hiring an Operations Coordinator/Assistant to support our Vice President of Business Operations. This role handles the day-to-day administrative work behind billing, collections, estimating, vendor and client onboarding, and our CRM (customer relationship management) system, so our operations team can focus on oversight and growth. It's a great fit for someone organized, detail-oriented, and comfortable juggling multiple ongoing tasks in a fast-paced construction/contracting environment.
Key Responsibilities
• Prepare and organize supporting documentation required for invoicing
• Follow up on routine, day-to-day accounts receivable collections (calls/emails)
• Keep billing and accounts-receivable trackers accurate and up to date
• Collect and file packing slips (delivery/shipment receipts) against purchase orders
• Handle new vendor and client onboarding paperwork
• Log new estimate requests and maintain the estimating tracker
• Enter and maintain data in the CRM system; pull basic reports
• Review and confirm correct tax documents are applicable to bid documents
• Support general filing, document organization, and administrative troubleshooting
• Address W-9 and client waivers
• Setting and saving job win folders
• Ensuring all documents are properly saved and mathematically accurate
• Physically prepare and send invoices
Qualifications
• 1–3+ years of administrative, office, or operations support experience (construction/contracting industry a plus, not
required)
• Strong organizational skills and attention to detail
• Comfortable with Microsoft Office/Excel; QuickBooks or CRM software experience a plus
• Clear written and verbal communication
• Able to manage multiple deadlines and priorities independently
• High school diploma or equivalent required; associate degree or higher preferred
Compensation/Job Details
Title
Operations Coordinator/Assistant
Salary Range
$50,000 – $65,000 annually (commensurate with experience)
Schedule
Full-Time, In-Office — Carlstadt, NJ, 8:30-5:00 PM.
Reports To
Fabiola Ochoa - Vice President of Business Operations
Hiring Timeframe
ASAP
