Administrative and Operations Coordinator

This is a remote position.

Administrative and Operations Coordinator

Key Responsibilities

Customer Relationship Management

• Manage Heat Factory CRM (Go High Level platform).
  
• Handle customer inquiries via phone, email, and social media.
  
• Qualify leads and schedule site visits.
  
• Maintain regular communication with clients.
  
• Create and send automated emails.
  
• Develop and update brochures and client documents.
  

Project Management & Coordination

• Manage and optimize One-to-Build software for job tracking.
  
• Coordinate subcontractor schedules and project timelines.
  
• Maintain project data in One-to-Build.
  
• Ensure daily work diaries are completed.
  
• Assist in resource allocation for multiple projects.
  

Financial Management

• Create and manage progress payments in One-to-Build.
  
• Assist with invoicing and payment follow-ups.
  
• Update job costing and prepare financial reports.
  
• Match invoices to jobs and adjust budgets.
  

Administrative Tasks

• Prepare and send quotes to clients.
  
• Manage contracts using the Master Builders portal.
  
• Arrange home warranties and manage insurance documentation.
  
• Process and pay bills.
  
• Organize documents using HubDoc.
  

Compliance Management

• Maintain compliance documentation and track licenses and certifications.
  
• Manage the compliance calendar and track deadlines.
  

Systems Optimization

• Optimize Heat Factory CRM and One-to-Build.
  
• Document processes and create Standard Operating Procedures (SOPs).
  
• Suggest and implement process improvements.
  
• Provide system utilization reports.
  

Sales & Marketing Support

• Assist with preliminary packs for design projects.
  
• Support digital marketing efforts (Google PPC, Meta ads).
  
• Help transition to charging for quotes on larger projects.
  
• Coordinate with external marketing partners.
  

Pool Construction Support

• Set up processes for pool construction operations.
  
• Manage inquiries and bookings for pool projects.
  
• Ensure proper documentation and compliance for pool operations.
  

Requirements

Requirements

• Proficiency in construction management software (One-to-Build) and CRM systems.
  
• Strong organizational skills to manage multiple projects.
  
• Excellent communication skills.
  
• Basic understanding of construction processes and terminology.
  
• Proficiency in Microsoft Office and cloud-based tools.
  
• Attention to detail, especially for financial and compliance tasks.
  
• Customer service orientation.
  

Desired Skills

• Experience in construction industry administration.
  
• Knowledge of construction contracts and documentation.
  
• Basic bookkeeping and financial management.
  
• Familiarity with digital marketing tools.
  
• Understanding of pool construction processes.
  
• Knowledge of compliance requirements in the construction industry.
  

Personal Qualities

• Proactive, detail-oriented, and able to manage multiple tasks.
  
• Strong time management and problem-solving skills.
  
• Adaptable learner with the ability to quickly grasp new software systems.
  
• Team-oriented, while capable of working independently.
  
• Calm under pressure, with a customer-focused approach.