POSITION GOAL:
The Operations Coordinator will play a dual role in supporting both the administrative/documentation processes and external engagement strategies for projects in partnership with the Chicago Department of Water Management (DWM). This position will ensure that all internal records, permits, and system entries are accurately managed and compliant with regulatory requirements, while also providing support in customer engagement, client communications, and marketing initiatives. Furthermore, this position requires proactive coordination with field personnel, clients, internal management, and external stakeholders to ensure timely, organized reporting and communication. The ideal candidate is highly organized, detail-oriented, and able to manage multiple workflows across technical and client-facing responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Prepare, submit, track, and manage permit applications and approvals required for DWM-related work, including CDOT Street Opening/Occupy Permits, Water Service Connection Permits, and Form 663 Submittals and Clean Construction and Demolition Debris (CCDD) Approvals
• Monitor permit status and expiration dates; follow up with appropriate agencies, as necessary.
• Maintain organized records of all permit documentation in physical and digital formats.
• Ensure all permits are submitted promptly and in compliance with applicable regulations.
• Update and maintain work order statuses to reflect current project progress.
• Input material usage data (e.g., parts, quantities) based on information submitted by foremen or field staff.
• Upload and tag field-generated photos to their corresponding work orders for accurate project documentation.
• Identify, document, and coordinate the resolution of discrepancies in reported work or payables by collaborating with field personnel and/or the client.
• Prepare, verify, and transmit pay estimate quantities to internal stakeholders for processing and billing.
• Attend weekly remote coordination meetings with the management personnel to review project status, updates, and outstanding documentation needs.
• Provide updates on permit processing, EAM data entries, and unresolved documentation issues.
• Act as a liaison between field teams, administrative staff, and external agencies to ensure the smooth flow of project information and the timely completion of required tasks.
• Serve as a point of contact for customer and client inquiries regarding project timelines, permit statuses, or general service information.
• Communicate project updates or changes clearly and professionally to both internal and external stakeholders.
• Assist in managing service feedback and follow-up communications to ensure customer satisfaction.
• Support the development and distribution of project-related newsletters, client updates, and informational materials.
• Assist in maintaining and updating company marketing materials (e.g., brochures, project profiles, case studies).
• Contribute to the company’s online presence by gathering project data, testimonials, or visuals for use on social media or the company website.
• Collaborate with management on marketing strategies and customer engagement initiatives that align with project and company goals.
• Perform other duties as assigned.
COMPETENCIES:
• Attention to detail and accuracy.
• Proficient in or able to learn relevant software.
• Comfort with multi-tasking and collaboration.
• Ability to manage and support multiple permit types and tasks concurrently and respond to project/client directives and requests.
• Demonstrate initiative in moderate problem-solving with assigned tasks.
• Able to communicate clearly in writing and explain work to supervisors and co-workers.
• Ability to adapt to changes in the work environment, such as delays of tasks or unexpected events, and manage competing demands.
• Can work effectively with peers.
• Excellent time management skills with the proven ability to meet deadlines.
