Operations Coordinator

A digital role we set up and manage with you

This is a service Thin Air Web configures and supervises — not a job listing and not a chatbot on your homepage.

Give your team hours back without adding another full-time seat to chase paperwork. You already know your business better than anyone. The drag isn’t strategy. It’s the daily tax: status updates, job close-outs, follow-ups that slip, invoices that wait, and the same note typed into three systems before anyone goes home.

Thin Air Web puts an Operations Coordinator on your bench — a digital role we hire, train, and manage with you. Built with Primus AI Consulting on dedicated hardware at your location, it plugs into tools you already run — CRM, scheduling, accounting, dispatch, Microsoft 365, Google Workspace, and other systems with an API — and handles repetitive coordination from a plain text message.

That’s AI² in plain English: artificial intelligence for the volume, actual intelligence (yours and ours) for the judgment. We stay accountable for how the role performs.

How it feels on a real Friday

A tech texts: *“Hartley job done — customer happy. Might need a follow-up on that slow drain.”*

When the fit is right, the Operations Coordinator can close the job, log the note, open a follow-up task, notify the office, and update the CRM — in seconds. If something doesn’t add up (billed amount doesn’t match the quote, missing PO, conflicting schedule), it pauses and asks instead of guessing.

Your people keep the craft and the relationships. The coordinator takes the multi-system busywork so your crew can stop doing admin at 4:50 p.m. on a phone in the driveway.

Why local businesses stay with us

What it does / what it doesn’t / who steps in

Does (when scoped and connected) – Job close-out and field notes into the right systems – Scheduling confirmations, reminders, and reschedule loops – Lead capture and consistent follow-up so nothing goes cold – Invoice drafts and accounting handoffs after work is done – Customer check-ins and review requests — every time, not when someone remembers – Cross-system updates so your team stops double-entering data

Does not – Handle complaints, complex negotiations, or high-stakes pricing judgment – Replace your office person, estimator, or owner – Answer your main business line (that’s the After-Hours Receptionist seat) – Guess when rules conflict — it stops and asks

Human checkpoint Your named contact (owner or ops lead) approves the rules in discovery. Edge cases, exceptions, and anything irreversible escalate to a human before they run. Thin Air stays the client-facing partner you call when something needs tuning. Every meaningful action leaves a trail you can review.

Works with tools you already run. No forced software swap. If it has an API, we can usually connect it — including ServiceTitan, Jobber, HubSpot, Salesforce, QuickBooks, Microsoft 365, Google Workspace, Airtable, and other REST APIs. Final stack is confirmed in discovery.

Different seats on the bench

• Operations Coordinator — Back-office and field ops coordination inside your systems
• After-Hours Receptionist (AI Phone Receptionist) — Answers the business line / chat and can book
• Intake / inbox (Answer Every Lead) — One shared place so messages don’t die across apps
• Review coordinator (Review Growth System) — Asks for reviews and keeps replies moving
• Prototype sandbox (AI Build Studio) — Fast drafts of sites/tools — not production ops

If you need the phone answered at 9 p.m., start with the receptionist. If messages are scattered, start with one inbox. If admin is eating the day inside Jobber, QuickBooks, or your CRM, you’re in the right place.

How we put this role to work

1. Discovery call (about 60 minutes) — Honest fit check. If this isn’t the right seat, we’ll say so.
2. On-site walkthrough — How the operation really runs — not how the handbook says it runs.
3. Custom build — Wired to your software and your rules, with least-privilege access.
4. Owner first, then team — You meet the role before staff does.
5. We stay with you — Tuning, support, and someone who picks up the phone. Thin Air manages performance; you’re not left babysitting a black box.

Thin Air’s job: long-term technology partner — web, marketing, systems, and the business case. Primus’s job: on-prem platform and deployment engine. You get one client-facing relationship.

Consult → Create → Support. Same rhythm as everything else we do.

Good fit / not yet

Good fit if you… – Run a growing operation with real admin volume – Have repeating workflows and tools already in place (even imperfect ones) – Feel the operational tax on staff, on the business, and on you – Are ready for a real rollout — not a weekend plugin

Not yet if… – You only want a website chat widget – Nobody will own process decisions or clean up messy data – Every day is pure custom judgment with almost no repeating work – You need a hire for relationship-selling, not coordination

Honest limits

• Investment is scoped after discovery — not a public price list on this page. Usually a fraction of one full-time admin hire; still a serious commitment.
• Results depend on your workflows. Illustrative ranges from typical deployments are starting points, not guarantees.
• Usage for underlying AI models and your third-party software licenses are separate from the program.
• On-prem default means operational data stays on your network by design — remote support is controlled.
• If the fit is wrong, we walk away early. That’s a feature.

We LOVE helping small businesses get hours back without pretending software can replace the owner’s judgment. In thin air, everything carries farther.

Choose the win you want first.

Bring one real loop — job close-out, follow-up, invoicing handoff, whatever eats the afternoon. We’ll tell you straight whether an Operations Coordinator belongs on the bench, or whether something simpler on the Did You Know… shelf fits better.

Free 60-Minute Conversation · or call 970-243-5459

Let’s Chat About Your Vision!