Field Operations Coordinator

Field Operations Coordinator

• Work Type: Full-time.

• Schedule: U.S. business hours (CST preferred).

• Location: LatAm.100% Remote.

Position Overview

We are seeking a highly organized and proactive Bilingual Field Operations Coordinator (English/Spanish) to support the field operations department of a construction and landscaping company.

This fully remote position serves as the primary communication link between the office and field crews working across multiple job sites throughout the United States. The coordinator will oversee daily administrative activities, crew communications, production reporting, timekeeping, travel arrangements, and operational documentation.

The ideal candidate is comfortable communicating with field personnel in both English and Spanish, managing multiple priorities, navigating different software platforms, and ensuring that operational information is accurate, organized, and delivered on time.

This role requires someone who takes ownership of follow-ups, anticipates operational needs, and can work independently in a fast-paced, field-driven environment.

Key Responsibilities

1. Field Crew Communication & Coordination

• Serve as the primary day-to-day communication link between the office and field crews through phone calls, text messages, and email in both English and Spanish.

• Communicate job details, bid information, project updates, and operational instructions to field personnel.

• Assist crews with completing required paperwork and submitting operational documentation.

• Respond to crew inquiries and coordinate with the appropriate office personnel to resolve issues.

• Proactively follow up on pending requests, missing information, and outstanding deliverables.

2. Daily Production Reporting & Documentation

• Collect and monitor daily production reports submitted by field crews.

• Follow up on missing or incomplete reports and ensure timely submission.

• Review reports for accuracy and completeness before forwarding them to the appropriate department.

• Maintain accurate and organized project documentation and operational records.

• Monitor incoming project updates, photos, and field information through designated platforms.

3. Payroll & Timekeeping Administration

• Collect and consolidate crew time entries, ensuring all hours are properly documented and submitted on schedule.

• Verify employee hours against assigned projects, job codes, and available records.

• Assist with payroll preparation, timekeeping reviews, and approval workflows through designated payroll platforms.

• Identify and flag discrepancies, missing entries, or inconsistencies for resolution.

• Maintain accurate timekeeping records and support payroll-related administrative processes.

4. Travel & Accommodation Coordination

• Arrange transportation and hotel accommodations for field crews as they move between project locations.

• Coordinate travel plans according to project schedules, crew assignments, and operational requirements.

• Handle itinerary changes, booking adjustments, and last-minute travel issues.

• Maintain updated records of crew locations, accommodations, and travel arrangements.

• Ensure field personnel receive all necessary travel and lodging information before transitioning to their next assignment.

5. Administrative & Financial Support

• Assist with monitoring and organizing company credit card transactions and field-related expenses.

• Support expense tracking, transaction reviews, and reconciliation processes.

• Organize invoices, receipts, and supporting financial documentation.

• Provide administrative assistance with invoice reviews, approval workflows, and accounting-related tasks as needed.

• Maintain accurate financial and administrative records while ensuring deadlines are met.

Required Qualifications & Skills

• Bilingual proficiency in English and Spanish, including professional verbal and written communication skills in both languages. (C1 or High)

• Previous experience in administrative support, operations coordination, dispatch, travel coordination, or a similar role.

• Strong organizational skills and the ability to manage multiple crews, projects, deadlines, and requests simultaneously.

• Comfortable communicating directly with field personnel over the phone.

• Strong computer skills and the ability to navigate multiple software platforms efficiently.

• Proficiency in Microsoft Office or Google Workspace.

• Excellent attention to detail, follow-up, and information management.

• Strong problem-solving skills and the ability to handle changing priorities.

• Ability to work independently in a fully remote environment with minimal supervision.

• Professional communication skills and the ability to build rapport with different teams.

• Reliable, high-speed internet connection and a dedicated professional workspace.

Preferred Qualifications

• Previous experience supporting construction, landscaping, golf installation, or field-service operations.

• Experience coordinating travel, hotels, and accommodations for distributed teams.

• Familiarity with payroll systems, timekeeping platforms, and expense management software.

• Experience managing project documentation and shared folders through Microsoft Teams.

• Previous experience handling invoices, expense reconciliation, or basic accounting administration.

• Paycom: Payroll administration, time verification, and approval workflows.

• RAMP: Company credit card transactions and expense management.

• SitePhotos: Field reporting, project photos, and operational documentation.

• AccuBuild: Potential future accounting and invoice-related support.

Success Expectations

• Maintain consistent, timely, and professional communication with field crews in both English and Spanish.

• Ensure daily production reports are collected, reviewed, and properly documented.

• Maintain accurate crew timekeeping records and ensure payroll information is submitted within established deadlines.

• Coordinate crew travel and accommodations efficiently, including unexpected changes.

• Keep project documentation and shared operational records organized and accessible.

• Proactively identify missing information, discrepancies, and potential scheduling conflicts.

• Demonstrate ownership of pending tasks and ensure requests are followed through to completion.

• Maintain efficiency and accuracy while supporting multiple crews and projects simultaneously.

Contractor Perks

• Work with international clients while maintaining your independent contractor status.

• Minimum 5 paid days off annually, plus US holidays.

• Free access to career growth learning modules through Hyre Academy.

• Scheduled rate increases based on applicable contract terms and performance.