Ad Operations Coordinator

Roles and responsibilities

• As the Administrative and Operations Coordinator, you’ll play a key role in optimizing operations, managing client relationships, and ensuring smooth project execution. Your contributions will significantly impact the client's business growth through system implementation and process improvements.
• Manage Heat Factory CRM (Go High Level platform)
• Handle customer inquiries via phone, email, and social media
• Qualify leads and schedule site visits
• Develop and update brochures and client documenta
• Manage and optimize One-to-Build software for job tracking
• Coordinate subcontractor schedules and project timelines
• Ensure daily work diaries are completed
• Assist in resource allocation for multiple projects
• 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
• 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
• Maintain compliance documentation and track licenses and certifications
• Manage the compliance calendar and track deadlines
• Optimize Heat Factory CRM and One-to-Build
• Document processes and create Standard Operating Procedures (SOPs)
• Provide system utilization reports
• 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
• Set up processes for pool construction operations
• Manage inquiries and bookings for pool projects
• sEnsure proper documentation and compliance for pool operations

Desired candidate profile

Requirements

• Proficiency in construction management software (One-to-Build) and CRM systems
• Basic understanding of construction processes and terminology
• Proficiency in Microsoft Office and cloud-based tools
• Customer service orientation

Ideal Qualifications

• 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

• Independent Contractor Perks

• Permanent work-from-home
• Immediate hiring
• Steady freelance job

• Reminder

• Kindly apply directly to the link provided; you will be redirected to BruntWork’s Career Site. Complete the initial requirements, including the voice recording, pre-screening assessment, and technical check of your computer/device.