Pre-Construction & Construction Operations Coordinator

Remote Construction Project Coordinator / Operations Coordinator Overview I am looking for a part-time Construction Project Coordinator / Operations Coordinator to help keep projects moving, reduce dropped balls, improve follow-up, and create better visibility across active construction and pre-construction work. This is not a generic virtual assistant role. This is also not a field superintendent or job-site manager role. I need someone who understands how construction-related projects move, what causes delays, and how to keep clients, vendors, engineers, subcontractors, and internal team members aligned. The immediate need in my business is stronger project flow, stronger follow-up, clearer milestone tracking, and better operational ownership. I do not have time for a long learning curve. I need someone who can step in quickly, organize the moving pieces, follow up without being constantly reminded, and help make sure important tasks do not fall through the cracks. ## About the Business We work in the metal building, barndominium, pre-construction, and construction services space. Our work involves clients, vendors, engineers, subcontractors, permit-related coordination, project schedules, design documents, estimates, scopes of work, and a lot of moving parts. Our mission is to help clients navigate a confusing construction process with more clarity, better communication, and less stress. The right person for this role should care about order, communication, follow-through, and helping projects keep momentum. We have a major opportunity to scale in 2026 but that will take a team of ROCKSTARS that don't just have a job and punch the clock but are committed to the vision, the team, and their role in order to serve our clients and serve each other. ## What You Will Help With You will help me and the team with daily project coordination and operational follow-up, including: * Tracking active projects, milestones, deadlines, and next steps * Following up on outstanding items with clients, vendors, engineers, subcontractors, and internal team members * Helping maintain visibility on where each project stands * Organizing project notes, tasks, statuses, documents, and updates * Identifying stalled projects and pushing for the next required action * Helping prepare project status updates * Coordinating communication between multiple parties * Helping manage pre-construction and permit-related task flow * Documenting who owns each task and when it is due * Making sure commitments are not forgotten * Helping improve project workflows, checklists, and simple operating systems * Supporting CRM and project management tracking as needed * Bringing order to messy or unclear project situations ## What Success Looks Like When I ask, “Where are we at with this client or project?” you should be able to help answer: * Current project status * Last communication * Next required action * Who owns the next step * What is waiting or blocked * What deadline or milestone is coming up * What needs my attention * What can be handled without me The goal is not just to complete tasks. The goal is to help create control, visibility, accountability, and forward movement. ## Required Experience Please do not apply unless you have real experience in at least one of the following areas: * Construction administration * Construction project coordination * Pre-construction coordination * Permit coordination * Builder, contractor, or subcontractor operations * Real estate development coordination * Architecture, engineering, or design firm administration * Construction document coordination * Project scheduling or milestone tracking in a construction-related business * Vendor, engineer, subcontractor, or client follow-up in a project-based environment You do not need to be a licensed contractor, architect, or engineer. You do need to understand the rhythm of construction-related work: documents, scopes, vendors, schedules, approvals, revisions, follow-ups, delays, and accountability. ## Required Skills The right person should be strong in: * Written English communication * Spoken English communication * Follow-through * Project organization * Task tracking * Deadline and milestone management * Vendor/client follow-up * Asking clear questions * Escalating issues early * Documenting conversations and decisions * Working independently * Operating with limited hand-holding * Keeping many moving parts organized ## Preferred Experience These are not all required, but they are a strong plus: * Experience with metal buildings, barndominiums, residential construction, commercial construction, or remodeling * Experience working with contractors, engineers, architects, designers, permitting offices, or inspectors * Experience with permitting, plan sets, submittals, RFIs, change orders, estimates, schedules, or closeout items * Experience using project management tools such as ClickUp, Asana, Monday, Trello, Buildertrend, CoConstruct, Procore, JobTread, Airtable, or similar systems * CRM experience, especially Follow Up Boss or similar platforms * Experience creating SOPs, checklists, dashboards, or project tracking systems * Experience supporting an owner, founder, builder, or construction project manager ## Who This Role Is For This role is for someone who: * Likes bringing order to chaos * Has worked around construction, real estate development, permitting, architecture, engineering, or contractor operations * Is comfortable following up with people who are slow to respond * Can communicate clearly with clients, vendors, engineers, subs, and internal team members * Takes ownership instead of waiting to be told every small step * Notices what is missing * Tracks details without losing sight of the bigger picture * Can help create structure while also getting daily work done * Is calm, organized, practical, and proactive * Understands that unanswered follow-ups create delays and delays cost money ## Who This Role Is Not For This is probably not the right role if: * You are mainly a general virtual assistant * You only have basic admin experience * You only want to manage calendars and inboxes * You have no construction-adjacent experience * You are uncomfortable following up firmly and professionally * You need every task explained in detail every time * You are only interested in high-level strategy and not daily execution * You are only a CRM/data entry person * You do not enjoy messy project environments * You avoid asking questions when something is unclear ## Tools You may be working with tools such as: * Follow Up Boss or another CRM * Google Workspace * Excel / Google Sheets * Project management tools * Shared folders and project documents * Email, phone, video calls, and messaging * AI tools for documentation, summaries, and workflow support You do not need to know every tool already, but you must be comfortable learning systems quickly. ## Schedule and Availability This is a part-time remote role to start. Ideal availability is approximately 10–20 hours per week, with potential to grow if the fit is strong. You must have reliable weekday availability and enough overlap with U.S. Mountain Time to communicate, follow up, and keep projects moving. Denver-area candidates are welcome, but this role can be remote. ## Application Instructions To apply, start your proposal with this exact phrase: **Project Flow First** Then answer the following: 1. Describe your most relevant construction, pre-construction, permitting, builder, contractor, real estate development, architecture, or engineering coordination experience. 2. Tell me about a time you helped keep a messy project moving. What was stalled, what did you do, and what was the result? 3. If I asked you, “Where are we at with this client/project?” what information would you immediately want to have available before answering? 4. What systems or tools have you used to track projects, tasks, milestones, clients, vendors, engineers, subs, or permits? 5. How do you follow up with people who are not responding without sounding rude or unprofessional? 6. Are you comfortable recording a short 3–5 minute video answering a few follow-up questions? 7. What is your hourly rate, your weekly availability, and your normal working hours in U.S. Mountain Time? ## Important Please do not send a generic proposal. I am specifically looking for someone who can help with construction-related project flow, follow-up, accountability, and operational visibility. The best candidate will be practical, organized, direct, clear, and able to help reduce delays quickly.