PRETREATMENT OPERATIONS COORDINATOR

Description

HOH Water Technology is a leading, growing, third-generation family-owned water treatment company proudly celebrating 58 years in business. Our success is built on a commitment to excellence, innovation, and exceptional service to our customers. At HOH, we believe our people are the foundation of that success, and we look for individuals who align with our core values of Accountability, Creativity, Teamwork, and Service. We are passionate about Investing, Rewarding, and Giving Back, for a lasting impact on our clients, coworkers, and community.

We are seeking a full-time Pretreatment Operations Coordinator.  Our pretreatment team works across a range of water treatment technologies such as water softeners, reverse osmosis, filtration systems, and deionization (DI) that keep our customers' processes and downstream equipment protected and running smoothly.  This role is the operational backbone of the pretreatment team — owning the layer between the Application Engineer's technical expertise and the field's need for timely quotes, coordinated projects, and accurate documentation. The ideal candidate is execution-oriented, detail-driven, and thrives on keeping things moving without being told twice. This is a hybrid position working out of the Palatine, IL office.

What we offer

• Competitive compensation: Annual salary range $60,000–$75,000 based on experience.
• Comprehensive benefits: Medical and dental insurance with generous employer contributions, HSA contributions ($1,200 family / $800 individual annually), and 401K with company matching.
• Generous time off: 15 PTO days, 16 paid holidays including extended holiday pay at year-end.
• Profit sharing bonus: Company profit sharing bonus (2026 budget projection: 3–4 weeks of additional pay).
• Engaging culture: Caring leadership and managers who foster high engagement — HOH earned a 4.69/5 Gallup Employee Engagement Q12 score. Team and company events throughout the year.
• Career growth: Hands-on training, employee development, and continuing education reimbursement.

Key responsibilities

Help desk management

• Monitor the pretreatment help desk queue and ensure all tickets are triaged, assigned, and resolved within established response time standard. 
• Independently resolve standard scope tickets — parts/labor quotes for replacements, Preventative Maintenance work, and single-component installs.
• Escalate tickets involving custom system design, multiple treatment stages, or new equipment configurations to the Application Engineer immediately upon identification.
•  Proactively flag ticket backlog or response time risks to the Pretreatment Manager before they impact service delivery. 

Quoting & proposal support

• Build accurate parts and labor quotes for standard scope requests using current vendor price lists and the approved product catalog.
• Deliver completed quotes within the stated turnaround with all supporting documentation stored in the shared file location.
• Maintain updated vendor price lists for commonly quoted items in partnership with the Application Engineer.
• Support the team on larger, complex scopes when directed — assembling parts lists, gathering vendor pricing, and handling documentation logistics.

Project coordination

• Own back-end coordination of all active pretreatment projects — tracking milestones, procurement status, and delivery logistics.
• Maintain all active projects in Smartsheet with current status, open actions, and accurate ship dates. Provide stakeholder updates at least weekly and within 24 hours of any material change.
• Serve as the primary vendor contact for delivery timelines, PO status, and logistics coordination.
• Coordinate with field technicians and account managers to ensure pre-job planning is complete and all parties are aligned before mobilization.
• Track and resolve procurement issues — mismatched parts, delayed deliveries, incorrect pricing, and managing part returns and exchanges with vendors — escalating when needed.

ERP & documentation

• Enter all accepted job orders into the ERP system accurately, including correct part numbers, product codes, costs, and pricing.
• Follow up on purchase orders promptly upon job acceptance and track through delivery confirmation.
• Prepare monthly pretreatment orders for invoicing review, ensuring accuracy before submission.
• Escalate misquoted parts or labor discrepancies to the Pretreatment Manager with documentation before invoicing proceeds.

Cross-functional coordination

• Serve as the operational liaison between the pretreatment team, account managers, field service, sales, and operations — keeping stakeholders informed without requiring them to inquire.
• Participate in relevant cross-functional meetings and surface coordination issues that affect project timelines or service quality.

Requirements

• Relevant experience water softeners, reverse osmosis, filtration systems, and deionization (DI)  
• Strong communication skills — you keep people informed proactively and surface delays before they become surprises.
• Execution-oriented — you thrive on closing loops, clearing queues, and keeping trackers current. You prefer clarity and consistency over ambiguity.
• Scope judgment — you can reliably distinguish standard scope work from work requiring engineering judgment, and you escalate the latter without being asked twice.
• Process-driven — you follow documented workflows consistently, flag broken processes rather than working around them, and treat project management tools as living documents.
• Detail-oriented — accurate in ERP entry, quote documentation, and vendor PO tracking. 
• Comfortable working under deadlines and managing a high volume of concurrent tasks in a fast-paced environment.
• Proficiency with project management software (Smartsheet experience a plus) and ERP systems.
• Must be located within approximately a one-hour driving distance from our Palatine, IL office.
• A distraction-free home workspace if utilizing remote work options.
• Must pass a drug screening and relevant background checks.
• Must be legally authorized to work in the United States.

HOH Water Technology is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.