Job Description:
• Coordinate project logistics and documentation—from initial lead entry to final invoicing—ensuring all files, photos, and approvals are current and accurately named.
• Communicate with city departments and inspectors to obtain permits, schedule inspections, and clarify requirements.
• Maintain project folders and shared drives with signed contracts, estimates, invoices, and warranties.
• Track job milestones (e.g., Lead → Prospect → Approved → Completed → Invoiced) and ensure tasks like material/work order approvals, Payzer links, and install reminders are completed on schedule.
• Support owners in preparing client communication, reminders, and follow-ups using established templates (install reminders, photo reports, etc.).
• Prepare basic marketing materials: post social content, organize photos/videos from job sites, and assist with short video edits.
• Document recurring processes and help build internal SOPs for project management, invoicing, and reporting.
• Handle miscellaneous administrative, vendor, and reporting tasks as assigned to keep projects moving efficiently.
Requirements:
• 2+ years of experience as an Operations Assistant, Project Coordinator, or Executive Assistant in construction, real estate, or property management.
• Construction background is preferred.
• Demonstrated ability to learn and document new processes, track multiple projects, and follow detailed checklists or workflows.
• Strong written and spoken English; able to communicate confidently with vendors and city offices.
• Proven ability to research and problem-solve independently—especially with ambiguous or incomplete information.
• High attention to detail with digital organization skills (naming conventions, file systems, spreadsheets).
• Proficiency in Google Workspace, Excel, and project management tools (e.g., AccuLynx, Monday, Asana, or similar).
• Familiarity with Canva or simple video-editing software (e.g., CapCut, Filmora) is a plus.
Benefits:
• Up to $1,450/mo depending on experience
• Annual bonus up to 150% of one month's salary, contingent on quarterly performance scores
• 13th month pay
• Comprehensive HMO policy, including dependents.
• Annual continuing education budget to support professional development
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