Assistant Coordinator

Project quality review Check projects against quality standards. Record incomplete work, missing documentation, and deviations in our project system. Notify responsible parties the same day and track issues to closure.

Customer and builder billing Maintain records, confirm invoice receipt and approval status, and follow up on balances and payment dates, mainly by email with occasional calls. Escalate concerns to the Director of Operations. Use a service-first tone, not pressure.

Vendor invoices and payables Check invoices against orders, deliveries, and pricing. Route for approval, process approved invoices, resolve vendor discrepancies, and keep audit-ready records. Weekly reporting Deliver accurate, timely reports on work orders, completion, billing, and open balances.

Maintain weekly consistency and highlight patterns. Crew and field coordination Coordinate schedules, sequencing, and daily logistics. Confirm crews have information, materials, and documentation before starting.

Communicate schedule, weather, and scope changes promptly. Be a reliable field contact during working hours. Much of this communication is in Spanish.

As needed Support licensing and permitting; document and improve processes. Phase 2: Grow into ownership Master the fundamentals, then train as full backup to the Project Coordinator. Progress toward independent ownership of scheduling, material procurement, warranties, builder communication, and job execution.

The goal is to master the operation, not remain an assistant. Growth depends on your progress. Success milestones 30 days: Know systems and workflows, deliver accurate reports on time, and keep billing records current.

60 days: Handle vendor invoices, billing follow-up, and quality reviews independently; build crew relationships. 90 days: Cover the Project Coordinator's core duties without supervision and propose one concrete improvement to a process you own.

Advanced written and spoken English. You will communicate daily with US-based builders, vendors, and colleagues, and be clearly understood on a call. Fluent Spanish, for working with our field crews.

Experience in an administrative, operations, billing, bookkeeping, or coordination role. Demonstrated ability to manage recurring deadlines without reminders. Working proficiency with spreadsheets: filtering, sorting, pivot tables, basic formulas.

Ability to learn new software quickly and work primarily in digital systems. Proven ability to work independently in a remote role. A reliable computer, stable high-speed internet, and a quiet space for calls.

Ideal candidate You create order. You notice what is missing and close the gap without being asked. You take ownership of something and keep it until it is resolved or formally handed off.

You stay organized when the week does not go as planned, because our season is unpredictable. You can tell a crew lead something needs to be corrected, or ask a builder for an update, and keep the relationship strong doing it. You write things down so the next person can follow them. Most importantly, you want to learn this business thoroughly, not just process tasks inside it.

Experience supporting a US-based company Background in construction, homebuilding, specialty trades, home services, field-service operations, real estate, or logistics Familiarity with CRM, project management, or accounting software Exposure to permitting, licensing, or estimating If you meet most of the requirements on the list, apply. We would rather hire someone sharp, reliable, and motivated with fewer years of experience than someone who checks every box and waits to be told what to do.