Operations & Client Success Coordinator - Metal Building Construction

CRM Management | Follow Up Boss | Project Flow | Construction Innovation | AI & Automation About Us We are building something much bigger than a traditional construction company. Our companies are focused on helping families and business owners navigate one of the most confusing, outdated, and stressful industries in America: construction. The construction industry is still far too archaic. Too many people are forced to make major financial decisions without the right information. They deal with poor communication, confusing processes, unclear pricing, slow timelines, permitting challenges, design issues, vendor delays, and unnecessary stress. We believe there is a better way. Through our companies, including Metal Building Resources, FastTrack, and Barndoverse, we are building an ecosystem designed to educate, serve, and guide people through the building process with more clarity, confidence, and support. Our mission is to serve first. We want to educate before we sell. We want to help before we pitch. We want to bring transparency, technology, AI, automation, and operational excellence into an industry that desperately needs modernization. This is not just about selling buildings. This is about helping families and business owners avoid mistakes, save money, reduce stress, and make better decisions. We are in the launch phase of what we believe can become a major industry-disruption platform. We are combining education, AI, pre-construction planning, feasibility studies, permitting guidance, metal building solutions, and client support into one integrated system. We are looking for someone who wants to be part of that mission. The Role We are hiring an Operations & Client Success Coordinator to help manage the daily details, project flow, client communication, CRM organization, task tracking, and follow-up across multiple related companies. This is not a traditional construction project manager role. You will not be running job sites. You will not be managing field crews. You will not be expected to be a construction expert on day one. This is also not a basic virtual assistant role. We need someone who can think operationally, communicate professionally, stay organized, use technology well, and help keep people, projects, leads, tasks, and clients moving forward. You will be the operational air traffic controller. Your job is to make sure nothing falls through the cracks. What We Need We need someone who is independent, self-motivated, organized, and capable of taking ownership quickly. We are not looking for someone who needs constant motivation. We are not looking for someone who needs to be taught why the mission matters every day. We are looking for someone who can understand the vision, get onboarded, learn the tools and workflows, and then start making a real difference quickly. The right person will naturally look for ways to improve the business. They will not wait to be told every next step. They will see problems, organize them, communicate clearly, and help move them toward resolution. They will care about the details because they understand the details affect real families, real clients, and real outcomes. What Success Looks Like When the owner asks: “Where are we at with this lead, client, or project?” You can quickly answer: Current status Last communication Next step Who owns the next action What deadline is coming up What is stuck What needs attention What has already been documented in Follow Up Boss You bring clarity. You create accountability. You help the team move faster. You help clients feel taken care of. You help leadership stay focused on growth instead of chasing scattered details. Core Responsibilities 1. Follow Up Boss / CRM Management You will help manage and maintain our CRM system, primarily Follow Up Boss. Responsibilities include: Keeping leads, clients, and opportunities organized Updating stages and statuses Creating and assigning tasks Tracking follow-ups Logging notes and communication Monitoring stalled opportunities Helping clean up and maintain CRM data Making sure records are accurate and useful Helping build better workflows and automations Follow Up Boss experience is strongly preferred, but strong CRM experience with a willingness to learn quickly may also be acceptable. 2. Project Flow Coordination You will help coordinate the movement of leads, clients, and projects through our internal process. This may include: Tracking project milestones Following up on outstanding items Coordinating deliverables Monitoring due dates Helping organize feasibility studies Tracking pre-construction steps Coordinating permitting-related tasks Watching for bottlenecks Making sure projects keep moving forward You are not expected to know everything about construction immediately, but you must be able to learn quickly, ask good questions, stay organized, and keep momentum. 3. Client Communication You will communicate with clients and help ensure they feel supported, informed, and cared for. This may include: Sending updates Following up on missing information Answering basic process questions Scheduling calls or meetings Coordinating next steps Making sure clients are not left wondering what is happening You must be professional, warm, clear, and confident in written and verbal communication. We want clients to feel like they are dealing with someone who is organized, capable, and genuinely cares. 4. Vendor, Subcontractor, and Engineer Coordination You may communicate with: Engineers Designers Subcontractors Vendors Manufacturers Permit offices Internal team members Other professional partners You must be comfortable following up, asking for updates, documenting responses, and keeping communication moving. This role requires both people skills and attention to detail. You need to be able to build rapport while also holding people accountable. 5. Operations and Administration You will help bring structure to a fast-moving entrepreneurial business. This may include: Creating checklists Updating SOPs Organizing digital files Tracking meeting action items Creating reports Maintaining dashboards Cleaning up messy systems Improving internal processes Helping leadership stay organized We need someone who enjoys the “busy work” that makes a company run better. The right person gets satisfaction from creating order out of chaos. 6. Technology, AI, and Automation We are building a technology-forward company. You should be comfortable using modern tools and willing to learn new systems quickly. Experience with any of the following is helpful: Follow Up Boss Google Workspace ClickUp Airtable Zapier Make.com ChatGPT Claude Loom Slack Project management software CRM systems Automation tools You do not need to be a software developer, but you should be tech-savvy, curious, and willing to use tools that improve speed, accuracy, and communication. Who This Role Is Perfect For This role is ideal for someone who: Loves organization Enjoys systems Likes coordinating details Communicates well with people Enjoys solving problems Is comfortable with technology Can manage many moving parts Takes ownership without being micromanaged Enjoys improving processes Cares about serving people well You may be the right fit if you are the person others rely on to keep things organized, on schedule, and moving forward. Who This Role Is NOT For This role is not a fit if: You need constant supervision You dislike follow-up You avoid phone calls You struggle with details You get overwhelmed by multiple moving parts You do not like CRM systems You dislike documenting work You wait to be told every step You are uncomfortable communicating with clients or vendors You are looking for a purely creative or strategy-only role We need someone who can execute. Ideas matter, but execution is what will make this role successful. Required Skills The ideal candidate will have: Strong organizational skills Excellent written communication Strong verbal communication CRM management experience Project coordination experience Client communication experience Strong attention to detail Ability to follow up consistently Ability to prioritize tasks Ability to work independently Strong technology skills Problem-solving ability Professionalism when communicating with clients, vendors, and team members Preferred Experience Experience in any of the following is a major plus: Follow Up Boss Construction administration Real estate operations Building or permitting processes Pre-construction coordination Customer success Operations coordination Executive assistant work Vendor management Workflow automation AI tools Process documentation Small business operations Construction experience is helpful, but mindset, organization, communication, and follow-through are more important. Core Values Serve First We help people before we sell to them. Extreme Ownership We own outcomes, not excuses. Follow Through We do what we say we are going to do. Clarity Creates Confidence We simplify confusing processes for our clients and team. Innovation Matters We believe the construction industry needs better systems, better tools, better communication, and better client experiences. Technology With Humanity We use AI and automation to improve service, not replace genuine care. Rockstar Execution We value people who get things done at a high level. Performance Metrics Success in this role will be measured by: CRM accuracy Follow-up consistency Task completion rates Client response times Project milestone tracking Reduction in missed details Pipeline cleanliness Quality of documentation Team communication Client satisfaction Operational improvements created Compensation Compensation will depend on experience, skill level, availability, and demonstrated ability. This role has growth potential for someone who proves they can take ownership, execute consistently, and help build scalable systems. To Apply Please answer the following questions: Please begin your application with this exact phrase: “I love bringing order to chaos.” Applications that do not include this phrase will not be considered. Final Note We are not just looking for someone to complete tasks. We are looking for someone who wants to own outcomes. The right person will help us serve clients better, improve our operations, and make a meaningful difference in the lives of the families and business owners we help. If you are organized, proactive, tech-savvy, service-minded, and excited by the idea of helping revolutionize an outdated industry, we would love to hear from you!