Operations & Sales Support Coordinator

Job Overview

Firefly Reliability is seeking a highly organized, detail-driven Operations & Sales Support Coordinator to join our growing team. This role is ideal for someone who enjoys a blend of administrative work, team coordination, customer communication, and warehouse support. You will play a key role in keeping our Operations, Sales, and Warehouse teams aligned by managing documentation, updating systems, supporting job mobilization processes, and helping maintain accurate equipment and inventory tracking.

If you thrive in a fast-paced environment, enjoy supporting both office and warehouse workflows, and want a role with variety and impact, this position may be a great fit.

Responsibilities

- Support daily administrative functions including answering phones, scheduling, and calendar coordination.

- Track, route, and organize inbound/outbound paperwork, including job packets, equipment forms, invoices, delivery slips, onboarding documents, and rental paperwork.

- Create calculators, quotes, pricing summaries, and professional customer-facing documents.

- Maintain and update ERP, CRM, and project management tools with high accuracy.

- Keep digital and physical filing systems organized, ensuring proper naming and document routing.

- Communicate with vendors, customers, and internal teams, delivering excellent service.

- Assist sales with lead mining, customer follow-ups, and maintaining customer databases.

- Support rental equipment tracking—locations, availability, customer follow-up, and logistics coordination.

- Assist with job mobilization by preparing equipment, checklists, labels, packets, and needed documentation.

- Participate in warehouse support tasks, including reconciling inventory, reviewing and organizing job boxes, restocking supplies, and assisting with equipment status/maintenance checks.

- Help maintain warehouse organization and systems.

- Act as a key communication link between Operations, Sales, and Warehouse teams to ensure job readiness, equipment availability, and timely updates.

- Assist with warehouse tasks during high-volume periods.

Skills

- High school diploma required; associate degree preferred.

- Strong administrative, communication, and multitasking skills.

- Proficiency in Microsoft Office and willingness to learn ERP/CRM platforms.

- Excellent attention to detail, organization, and problem-solving abilities.

- Ability to collaborate across office and warehouse environments.

Physical Requirements

- Ability to sit for prolonged periods for administrative tasks.

- Ability to walk through warehouse environments regularly.

- Occasional lifting up to 75 lbs.

- Willingness to assist with basic warehouse duties.

Job Type: Full-time

Pay: $19.00 - $24.00 per hour

Benefits:

- 401(k)

- Dental insurance

- Health insurance

- Health savings account

- Paid time off

Work Location: In person