BruntWork ยท 2 months ago
Operations and Administrative Coordinator (LOR)
United States
Full-time
Remote
Entry, Mid LevelBruntWork is a small residential building company specializing in high-quality projects valued between $1-2 million. They are seeking an Operations and Administrative Coordinator to streamline administrative and operational functions, enabling efficient and sustainable business growth.
AnalyticsCustomer ServiceDigital MarketingInformation TechnologyMobile AppsOutsourcingSalesSEOSoftwareVirtual Assistant
Responsibilities
Process supplier and contractor hourly invoices daily in BuildExact, ensuring correct budget allocation
Create and issue purchase orders for materials and subcontractors weekly using BuildExact, as per instruction
Reconcile expense receipts using Dext and integrate with Xero weekly, flagging any discrepancies
Generate basic monthly financial tracking reports from BuildExact/Xero, showing job costs versus budget
Manage and track client payments and project progress claims weekly in BuildExact, flagging upcoming due dates
Draft weekly/bi-weekly client project status updates based on site information and prepare for owner's review and approval
Manage incoming client inquiries via email and phone, escalating urgent matters to the owner daily
Coordinate and schedule client meetings and site visits, sending out confirmations and reminders
Conduct follow-up calls and emails for quotes and preliminary estimates with potential clients weekly
Onboard new trades by collecting and verifying compliance documents (insurances, licenses) as needed
Track and chase HazardCo SWIMS submissions from trades weekly, ensuring all projects are compliant
Maintain and organize digital project documentation (permits, plans, contracts) in a structured cloud-based system daily
Assist with the preparation of handover documents and maintenance schedules for completed projects by compiling product information and client packages
Support the implementation and data migration to new project management software (e.g., Wonderbuild), including setting up client and contractor portals
Document existing and new Standard Operating Procedures (SOPs) for various administrative and project tasks
Update and maintain the Excel scheduling system with current job progress and trade availability weekly
Prepare and send Requests for Information (RFIs) and Requests for Quotes (RFQs) to subcontractors and suppliers for new projects and variations
Chase up outstanding quotes from trades and suppliers via email and phone daily/weekly
Organize and categorize received quotes for owner's review and comparison in BuildExact
Draft preliminary estimates and variations in BuildExact for owner's final review and approval
Qualification
Required
Proven experience in an administrative or operations support role, ideally within the residential building or construction industry
Proficiency with accounting and project management software, specifically Xero and BuildExact
Strong competency in Excel for scheduling, data management, and reporting
Experience with or willingness to learn new software like Dext and Wonderbuild
Exceptional organizational skills and meticulous attention to detail
Proactive and self-motivated with the ability to manage multiple tasks and deadlines independently
Excellent written and verbal communication skills for effective client and trade interactions
A transparent and trustworthy approach to work, valuing open and clear communication
Ability to systemize processes and document procedures for consistency and efficiency
Problem-solving mindset and a desire to contribute to business growth and operational improvements
Understanding of compliance requirements in the construction industry (e.g., insurances, SWIMS)
Preferred
A transparent and trusting approach to communication and collaboration
A proactive attitude towards identifying and implementing process improvements
Ability to work autonomously and take initiative in managing assigned tasks
Adaptability and openness to exploring and adopting new software and technologies
Strong commitment to quality outcomes and client satisfaction
A keen eye for detail and a methodical approach to administrative tasks
Benefits
Independent Contractor Perks
Permanent work from home
Immediate hiring
Steady freelance job
Company
BruntWork
BruntWork builds cost-effective, efficient and scalable operational teams for businesses wanting to grow fast and effectively.
Founded in 2020
5001-10000 employees
Funding
Current Stage
Late StageRecent News
2026-01-06
2025-11-20
2025-11-07
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