Job Description

SELLAX ROOFING (Canadian company)
Project / Operations Coordinator (Service + Production) — Job Description (Optimized)

Required language / Required Language: English and Spanish (bilingual)
Must be able to communicate via phone, messages and email in both languages.

Department: Operations / Administration
Reports to: General Manager / Operations Leadership
Type: Full-time (Ontario) (occasional early/late coverage during peak season, storms and emergencies)
Mode: Remote (online)
Tools: JobTread, Microsoft 365, CompanyCam, QuickBooks (sync), WhatsApp, SiteDocs/JotForm (as required)
Training provided in all areas

Purpose of the position
This role is the Sellax Roofing Control Tower. You are the person who keeps clients, crews, subcontractors, suppliers, sales, leadership aligned so that each job moves forward without obstacles, with clear communication, a protected agenda, complete evidence and fast billing.

Your mission: that the jobs flow cleanly in this order:
Entry, authorization, programming, dispatch, execution, documentation, closing report, billing and collection support.

This position is for someone who is autonomous, fast and organized, capable of handling many fronts at the same time without losing control.

Key responsibilities

Customer service + communication
• Answer calls, emails and messages quickly and professionally
• Classify requests: emergency/filtration vs scheduled service vs inspection vs maintenance vs production support
• Confirm windows, expectations and access/security requirements
• Give proactive updates: confirmations, ETA, delays, reschedules, progress (if multi-day)
• Document all agreements/commitments with the client
• Escalate immediately: security risks, critical assets (IT/electrical), legal threats or rework/callback patterns

Intake + programming + dispatch
• Schedule: service, inspections, maintenance/RTM, snow/ice, and production starts
• Optimize routes by zone and protect capacity with buffer time
• Check dispatch agenda/queue several times a day
• Manage deadlines with a 48-hour view
• Dispatch with a clear brief: scope, access, contacts, priority and photo requirements

Work authorization + “ready to execute”
• No team leaves without approved Work Authorization (except exception authorized by leadership)
• Confirm billing rules: PO/PO, approving contact, who the invoice goes to, limits (NTE if applicable)
• Confirm access and security: roof access method, search/security, escorts, PPE
• “Dispatch-ready” standard: without complete information it is not dispatched

Coordination with crews, suppliers and subcontractors
• Confirm daily preparation of crews: access, materials/equipment, safety, goals, documentation
• Resolve blockages in real time: weather, access, shortages, customer changes
• Require same day updates: status, notes, photos, times/materials
• Coordinate deliveries, rentals and returns (lifts, cranes, equipment) and replacements due to shortages
• Subcontractors: agenda, scope/times and compliance documents (WSIB, COI, agreements)
• Validate that your invoice matches scope/PO before sending it to accounting

Documentation + reporting
• Maintain complete records per job: photos, notes, approvals, compliance
• Weekly report: backlog health, SLA leaks, schedule vs completed, jobs ready to bill, accounts with red flag
• Impeccable order in digital files and attachments per job

Closing of work + report to client (Quality Control)
• Review what is finished before closing
• Generate report for the client: work done, findings, before/after photos, materials, recommendations
• Ensure that the work is “client-ready” (understandable) and “invoice-ready” (with full support)

Billing + collection support
• Create and send invoices with approved documentation
• Verify accuracy: items, labor/materials, photos/report, PO reference if applicable
• Support collections: reminders, attempts log, escalate overdue accounts
• Controls: release of payments, payroll, credit blocks and large adjustments require approval from General Management/Accounting
Service goal: invoice sent in 48 hours or less after completion

Materials, equipment and inventory (Continuous)
• Tracking by job: ordered, delivered, used and returned
• Simple stock control (workshop + trucks) for top 30–50 SKUs
• Trigger replenishment and report losses/variations
• Ensure correct coding: by job vs. inventory

Ideal profile (skills and experience)
• Multiple project management: 15+ active jobs (service + production)
• Resolve mentality: you remove blockages quickly and prevent escalations
• Real self-management: you prioritize, execute and report without constant supervision
• Strong communication with clients: firm, clear and calm (phone + email + messages)
• Retailer with documentation, closures and preparation for billing
• Comfortable coordinating work teams, suppliers, subcontractors and internal areas
• Good command of MS 365 and quick learning of systems (JobTread/CompanyCam)
• Ability to work under pressure due to volume of projects

Why this role matters
If this position is done well, the operation becomes predictable: productive crews, informed clients, controlled agenda, complete evidence and fast billing. This translates into healthy cash flow and strong reputation.

Equal opportunities
Sellax Roofing values diversity and is committed to equal opportunities. We hire for ability, attitude and results.",