Administrative and Operations Coordinator-Construction Software Expert ZR16937JOB
Administrative and Operations Coordinator-Construction Software Expert ZR16937JOB
Posted on :
06-11-2024
Employer Active
1 Vacancy
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Job Description
This is a remote position.
Administrative and Operations Coordinator
Work Schedule: Monday to Friday 9:00am to 6:00pm Sydney Time (6AM 3PM Manila Time)
with 1 hour unpaid lunch
About Us
The company is a growing construction company specializing in highquality residential projects expanding into pool construction. We are seeking an Administrative and Operations Coordinator to streamline processes and support our continued growth.
Job Overview
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 our business growth through system implementation and process improvements.
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 OnetoBuild software for job tracking.
- Coordinate subcontractor schedules and project timelines.
- Maintain project data in OnetoBuild.
- Ensure daily work diaries are completed.
- Assist in resource allocation for multiple projects.
Financial Management
- Create and manage progress payments in OnetoBuild.
- Assist with invoicing and payment followups.
- 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 OnetoBuild.
- 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
- Proficiency in construction management software (OnetoBuild) 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 cloudbased 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 detailoriented and able to manage multiple tasks.
- Strong time management and problemsolving skills.
- Adaptable learner with the ability to quickly grasp new software systems.
- Teamoriented while capable of working independently.
- Calm under pressure with a customerfocused approach.
Independent Contractor Perks
- Permanent work from home
- Immediate hiring
- Steady freelance job
ZR16937JOB
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. Independent Contractor Perks Permanent work from home Immediate hiring Steady freelance job ZR_16937_JOB
Education
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Employment Type
Full Time
Company Industry
Key Skills
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