Full Time, Mon-Fri
$30-$35 per hour, DOE
Perks: Medical, Dental, & Vision Insurance, Retirement + Employer Match, Competitive Pay, Paid Time Off, Sick Time, Holiday Pay, Professional Development, and so much more!
At Grounded Innovations, we don’t just build solutions—we build people. Grounded Innovations was founded in 2021 by Matt and Emily Hamilton with a clear vision and mission: To deliver the best possible service and customer experience in our industry, and we believe that happens when you put people first and value relationships.
We provide comprehensive electrical services for new builds, remodels, and everything in between. From changing a lightbulb to wiring an entire home with custom AV, automated shades, and smart home capabilities, we bring the same level of precision, care, and commitment to every project, no matter the size. Backed by decades of experience and a relentless commitment to craftsmanship, safety, and service, our mission remains the same: to lead with integrity, put people first, and deliver excellence in everything we do.
Job Description:
Position: Office Coordinator.
Department: Service
Reports To: Service Foreman & Management
Location: Office
Status: Full-Time (32+ hours per week)
FLSA Classification: Non-Exempt
Shift: Based on Assignment
Travel: <10%
Job Summary:
The Office Coordinator at Grounded Innovations is a high-visibility, hands-on role responsible for overseeing and coordinating the day-to-day functions of our office. Reporting directly to the Service Foreman and Management, this individual ensures seamless execution across service scheduling, customer communication, and office coordination.
This role requires a detail-oriented, solutions-driven professional who thrives in a fast-paced environment and brings a proactive approach to managing multiple priorities. With a strong background in service operations and customer care, the Office Coordinator plays a vital role in delivering timely, high-quality work while upholding the highest standards of safety and professionalism. Just as importantly, they help shape our internal culture by supporting our technicians, setting the tone for excellent service, and fostering a collaborative, customer-focused environment.
To be successful in this role, the right person brings more than organizational skills. They will embody our vision of Empowering Growth, Delivering Excellence, and embrace a Win-Win-Win mindset. The Office Coordinator is expected to take initiative, be a strong problem-solver, take ownership of their growth, and consistently demonstrate respect, integrity, and a positive attitude. This person provides clear, timely communication to team members and customers, delivers exceptional customer service, and is driven to continually advance their skills and knowledge.
At Grounded Innovations, this is more than just a job. It’s a career in a company that values people, relationships, and doing things the right way. If you're ready to lead with accountability, leverage your service management expertise, and help set a new standard for excellence in the industry, this position could be right for you!
Essential Functions, Accountabilities, and Responsibilities:
Office Professionalism
-Respond to all inbound calls, texts, and Jobber requests (same business day)
-Set clear expectations for scheduling
-Provide proactive updates on scheduling and job status
-Maintain professional communication standards (clear, concise, no emojis)
-Schedule all emails written after 5 p.m. to deliver after 7 a.m. the following day
Office Maintenance & Facilities
-Track, order and restock office supplies to maintain optimal inventory levels
-Order and restock office snacks, water and coffee stations weekly
-Coordinate, order and pick up food for office meetings
-Maintain professional office appearance by scheduling monthly professional office cleanings and performing light weekly maintenance, including vacuuming, watering plants, restocking bathroom supplies and emptying trash
-Manage incoming and outgoing material orders and returns
-Check mail daily
Service Operations
-Oversee the daily scheduling, dispatching, and execution of service calls from intake through completion
-Daily check in with Service Foreman
-Build and manage the weekly Service schedule in Jobber
-Coordinate technician availability and job timing
-Communicate schedule updates and changes to customers
-Ensure jobs are properly staged and ready before dispatch
-Monitor checklist completion on every job daily
-Pull and review job forms daily
-Ensure Job Hazard Analysis (JHAs) are completed and submitted
-Flag missing or incomplete job documentation immediately
-Execute and track permits
-Maintain permit reference guide
-Ensure jobs requiring permits are properly handled before scheduling
-Ensure all inspection are scheduled
-Ensure all subcontractors and equipment rentals are scheduled
-Maintain clean and accurate Jobber data:
--Job statuses
--Client records
-Ensure all jobs are properly documented
-Manage the end-to-end service ticket process
-Serve as the main point of contact for service clients, handling scheduling, updates, and follow-ups
-Adjust daily/weekly schedules to respond to customer needs, emergencies, or unforeseen issues
-Order job supplies, pick up job supplies from the supply house or store, and deliver job supplies to staff in the field as needed
Customer Relations
-Maintain strong, professional communication with homeowners, General Contractors (GCs), property managers, and designers
-Conduct follow-up calls with customers after completion to ensure satisfaction and address any concerns
-Communicate schedule updates and changes to customers
Scheduling & Dispatch Control
-Build and manage the weekly Service schedule in Jobber
-Coordinate technician availability and job timing
-Communicate schedule updates and changes to customers
-Ensure jobs are properly staged and ready before dispatch
Pipeline & Follow-Up Management
-Track all incoming requests and ensure none are dropped
-Follow up on unscheduled work and open opportunities
-Follow up on proposals at 14-day mark
-Follow up on aging Accounts Receivable at the 14 and 30-day mark
-Follow up on all Technician recommendations after work is completed and at 30 days
-Maintain and update the pipeline daily, including materials shipping and tracking information provided by the Service Foreman
-Provide weekly pipeline and scheduling updates (every Tuesday)
Business & Process Management
-Provide weekly operational updates (Tuesday reporting)
-Track and report on key service metrics
-Identify breakdowns in process and escalate issues
Metrics
-On-Time Arrival 95%+: Goal is to show up on the day and time promised
-Job Staging Validation (% jobs properly staged > 90%): Goal to confirm the job was ready when the technician showed up
-Checklist & JHA Completion Rate 100%: Goal is to perform quality work consistently and safely
Minimum Essential Requirements (education, experience, specialized skills, licenses, certifications):
-Must be legally authorized to work in the United States.
-Must have a high school diploma or equivalent.
-If operating a company vehicle, must have a valid driver’s license; ability to be insured on company policy.
-Bachelor’s degree in Business, Supply Chain, or Construction Management preferred; equivalent field or service management experience will also be considered.
-Service management, leadership, or trade-related certifications a plus (e.g., electrical, HVAC, or project coordination).
-3+ years of progressive experience in a service management or customer-facing operations role, ideally within construction, electrical contracting, or skilled trades.
-2+ years of experience in service coordination, scheduling/dispatch, or technician support, with exposure to inventory management and vendor relations preferred.
-Remain current in the electrical industry by actively pursuing continuous learning through internal training, online courses, industry publications, webinars, and professional events.
-Advanced skills in Google Suite and Microsoft Office, including Excel.
-Strong understanding of service workflows including scheduling, dispatch efficiency, ticketing processes, and customer communication best practices.
-Working knowledge of project software including Jobber a PLUS; has ability and willingness to learn.
-Demonstrated ability to lead cross-functional teams and manage vendor relationships.
-Comfortable working in a fast-paced, evolving environment with shifting priorities.
-Ability to handle sensitive information with discretion and integrity
-Ability to use standard office equipment and instruments.
-Ability to operate with enthusiasm, and a positive, proactive “no-job-is-below-me” attitude.
-Ability to exercise good judgment regarding project related decisions.
-Ability to learn and adapt to new software, systems, and processes.
-Ability to demonstrate open, clear, concise, and professional communication, both written and verbal.
-Ability to be flexible and adapt to the needs of customers, vendors, and organization.
-Ability to complete assignments with attention to detail and a high degree of accuracy.
-Ability to demonstrate a strong focus and commitment to the organization’s values, behaviors, and mission.
-Ability to produce results; demonstrate ownership and accountability.
-Ability to establish and maintain trust with all stakeholders using interpersonal skills.
-Ability to maintain confidentiality and discretion as required.
-Ability to produce high-quality work according to defined procedures within provided timelines.
-Ability to work in a team environment as well as independently.
-Ability to read and write checklists, reports, and correspondence; comprehend instructions.
-Ability to analyze and perform computations with reasonable speed and accuracy; ability to add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals, where required.
-Ability to apply common sense understanding to carry out instructions furnished in written and oral form.
-Ability to be a proactive problem solver; overcome roadblocks involving variable and standard situations.
-Ability to meet regular and reliable attendance requirements at the assigned work location for the entire shift with or without reasonable accommodation.
-This position may directly or indirectly oversee other team members and their work product.
Essential Thinking Abilities:
Problem Solving - Effective performers are extremely good problem solvers. Considering data from multiple sources, identifying possible solutions and then determining the most accurate method for resolution while considering all affected parts of the project or business.
Strategic Thinking - Effective performers plan and make decisions within the framework of the organization’s core values and goals. They consider the future impact of all stakeholders when weighing and making decisions. They constantly think in terms of bettering the business, always looking for new ways to grow and achieve continuous improvement in a safe, clean, and organized environment.
Results Orientation - Effective performers maintain appropriate focus on outcomes and accomplishments. They are motivated by achievement and persist until the goal is reached. They convey a sense of urgency to make things happen and respect the need to balance short-term and long-term goals.
Communicativeness - Effective performers recognize the essential value of continuous information exchange and the competitive advantage it brings. They actively seek information from a variety of sources and share it in a variety of ways. They use both verbal and modern technologies, such as online tools and programs, to access and circulate information to all stakeholders, both internal and external. They take responsibility for ensuring that everyone in the organization has the most current and accurate information needed for success.
Change Agility - Effective performers are adaptable, embrace needed change, and modify their behavior when appropriate to achieve organizational goals and objectives. They take effective action in the face of ambiguity and understand and use change management techniques to ensure smooth transitions and outcomes.
Industry Knowledge - Effective performers understand the general workings of the industry within which the organization functions. They monitor activities and trends within these arenas and maintain a current knowledge base. They use this knowledge to further the organization's growth and goals. They proactively pursue self-development and education to increase their value and knowledge by understanding and applying industry advancements.
Environmental Factors:
-Regular exposure to climate-controlled and exposed environments (e.g., outdoors in various weather conditions); ranging from extreme cold to extreme heat.
-May work in residential, commercial, industrial, or construction settings, sometimes in active job sites.
-Exposure to varying levels of noise from tools, machinery, or construction activity; hearing protection may be required.
-Work areas may be dusty, dirty, or involve contact with construction materials or debris.
-Tasks may be performed in low-light or very bright environments, depending on location and time of day.
-Use of PPE includes hard hats, gloves, and/or eye protection may be required when on job sites.
-Occasional and safe vehicle travel to job sites or supply house within varying weather elements.
Essential Physical and Mental Demands and Frequency:
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. A reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions.
Standing, Sitting, Walking: Constantly; prolonged sitting may occur on a regular basis
Climb, stoop, kneel, reach, push, pull, lift, bend, twist, grasp: Occasionally; ability to lift up to 50 pounds unassisted; ability to climb stairs and reach overhead
Perform Repetitive Motions, Driving: Frequently
Dexterity of hands: Constantly; for use with standard business equipment including mouse, keyboard, computers and phones
Vision Abilities: Regularly; use close and distance vision; ability to adjust focus working with computer and business equipment; manage; be aware of hazards and dangers found in the nature of the work
Listening, Speaking, and Hearing to exchange information: Constantly
Cognitive Abilities: Constantly
Communication and Interacting Professionally: Constantly
Mental Stamina: Constantly
Ability to Handle Stress Appropriately: Constantly
The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
Although the Company has attempted to describe this position accurately and thoroughly, the Company reserves the right to change the same, including to change, add or subtract from the duties outlined, within the sole discretion of the Company, at any time, with or without advance notice. If significant modifications or revisions are made to the job descriptions, employees will be required to sign the updated version of the job description.
Grounded Innovations provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
How Our Interview Process Works
Apply with your resume and cover letter.
If there’s a fit, we’ll reach out to schedule a brief phone interview and have a casual conversation.
Finalists will be invited to complete an application and come to our HQ in Truckee for a personal interview, skills test and meet-and-greet with the Owners.
You’ll hear from us within one week with a decision (either way!)
We will conduct reference checks and extend an offer if it’s a match!
To learn more about Grounded Innovations please visit our website at groundedinnovations.com
Principals only. Recruiters, please don't contact this job poster.