Operations & Administrative Coordinator

Set-up: Remote 100%

Schedule: 9AM to 5PM EST

We are looking for a highly organized, professional, proactive, and highly trainable Operations & Administrative Coordinator to support the day-to-day operations of our construction/remodeling business.

This role will serve as a central point of coordination between customers, estimators, project teams, vendors, subcontractors, and local permitting offices. The ideal candidate is someone who can work independently, communicate professionally, anticipate what needs to happen next, and help keep projects moving without needing constant direction.

We are looking for someone who is not only capable of completing assigned tasks, but can also think on their own, identify potential issues before they become problems, anticipate operational needs, and proactively recommend process improvements.

Key Responsibilities

Administrative & Operations Support

• Provide day-to-day administrative support to the operations and project teams.

• Maintain organized project records, customer information, estimates, permits, schedules, vendor documents, and other files.

• Track outstanding tasks, approvals, documents, payments, materials, and project requirements.

• Update internal systems, spreadsheets, CRM, project management tools, and job records.

• Assist management with reporting, follow-ups, documentation, and other operational needs.

• Identify gaps or inefficiencies in current processes and recommend practical improvements.

Customer Support & Coordination

• Communicate professionally with customers through phone, email, and text.

• Provide customers with project updates and coordinate next steps.

• Schedule site visits, inspections, and project-related appointments.

• Follow up with customers regarding estimates, approvals, documentation, scheduling, and outstanding items.

• Anticipate customer questions or concerns and provide timely support when appropriate.

• Escalate customer concerns or project issues to the appropriate team member.

• Coordinate calendars between customers, internal staff, subcontractors, and vendors.

• Confirm appointments and communicate schedule changes promptly.

• Help organize daily and weekly field schedules.

• Anticipate scheduling conflicts and work proactively to resolve them.

Estimating Support

• Assist in preparing estimates and proposals using information provided by estimators, project managers, vendors, and subcontractors.

• Request pricing from suppliers and subcontractors.

• Organize material, labor, and vendor pricing needed for estimates.

• Update estimates and proposals based on approved changes.

• Maintain accurate estimate records and track pending quotes and approvals.

Permitting & Documentation

• Assist with pulling and processing basic permits with local cities, counties, or municipalities.

• Gather required project information and supporting documentation for permit applications.

• Track permit submissions, approvals, corrections, inspections, and outstanding requirements.

• Coordinate with permitting offices, inspectors, contractors, and internal team members as needed.

• Maintain organized permit records for each project.

What We Are Looking For

We are looking for someone who is highly trainable, organized, professional, proactive, and comfortable taking ownership of their responsibilities.

The ideal candidate should have:

• Previous experience in administrative support, operations coordination, home care administration, project coordination, or a related role.

• Experience working with contractors, construction, remodeling, home services, or property-related businesses is a strong advantage.

• A strong willingness and ability to quickly learn new systems, processes, tools, and responsibilities.

• Excellent written and verbal communication skills.

• Strong organizational, time-management, and follow-through skills.

• A professional approach when communicating with customers, vendors, subcontractors, and internal team members.

• The ability to manage multiple projects, deadlines, and priorities without losing attention to detail.

• Strong attention to accuracy and documentation.

• The ability to work independently, think critically, and make reasonable decisions without constant supervision.

• A proactive mindset with the ability to anticipate needs, identify next steps, a