Project Operations Specialist (Job ID: CHRDEE4)

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Project Operations Specialist

🆔 Job ID: CHRDEE4
🏢 Industry: Interior Design
🌎 Location: LATAM
🕒 Job Status: Full Time
⏰ Work Schedule: 9:00 AM to 5:00 PM EST
💰 Salary: Base Compensation Range: USD $2,000–$2,600/month
    Additional Compensation: Up to 18% performance-based bonus
🚀 Target Start Date: ASAP

About the Client

The Client is a premier Design-Build firm specializing in interior renovations for commercial properties, including residential homeowner communities, senior care facilities, and hospitality venues. We offer a turnkey solution, integrating interior design, construction, and procurement to streamline projects for our clients. Over 35 years, we have completed over 5 million square feet, 400 projects, and earned a 75% repeat customer rate.

About the Role

The Project Operations Specialist is a remote, full-time operations role that provides day-to-day operational support to the Project Management and Construction teams. This role functions much like a project engineer or contract administrator in the industry: organizing subcontractor activity, maintaining project documentation, managing work orders and COIs, supporting client and field communications, and coordinating milestone billing and handovers.

Key Responsibilities

Subcontractor Management

• Research and qualify specialty subcontractors (background, refs, insurance, capabilities).
• Set up and manage subcontractor appointments, site walks, and scheduling for quotes/mobilization.
• Track subcontractor quotes and maintain standardized unit rates.
• Support subcontractor onboarding (agreements, W9s, COIs, contact data, onboarding checklists).
• Request, verify, and track COIs to ensure compliance prior to mobilization.
• Run subcontractor coordination follow-ups and close actions with PM/Construction oversight.

Project Administration

• Generate, issue, and track work orders and submittals; maintain version control and distribution.
• Maintain accurate digital project folders/files.
• Finalize and send digital handover packages at milestones/closeout.
• Schedule and coordinate project photo shoots and manage deliverables.
• Maintain databases/spreadsheets for subcontractor performance, COIs, and pricing history.
• Track milestone billing triggers and coordinate required documentation/approvals with Finance.
• Provide quick retrieval support for field staff.

Construction Communications

• Support construction communications to clients: assemble weekly reports, gather daily sub reports, and coordinate look-ahead plans.
• Participate in weekly internal and cross-functional cadence calls; capture notes and action items.
• Ensure work orders, sign-offs, and progress reports support milestone invoicing and prevent billing delays.

The Specialist ensures subs, PMs, construction management, procurement, and finance have timely, accurate information to keep projects on schedule and on budget.

Background & Credentials

• 4+ years working in a fully remote administration role.
• 2+ years in construction administration, project engineering, contract administration, or construction coordination.
• Experience supporting both office-based project teams (estimating/project management) and field construction teams.

Required Skills & Competencies

• Fluent English-speaker (spoken and written).
• Experience maintaining project trackers, look-ahead plans, or checklists.
• Strong organizational skills and attention to detail; proven ability to manage competing priorities and follow workstreams to completion.
• Strong follow-through: reliably closes administrative loops (COIs, quotes, work-order signoffs) to help prevent billing delays.
• Ability to sequence and schedule tasks to support milestones with firm deadlines: scheduling subcontractor site walks, coordinating photo shoots, tracking milestone documentation.
• Practical operational judgment: compiles facts, identifies recommended next steps, and escalates issues to the PM/Construction Manager when appropriate.
• Quick learner and continuous improver: able to adopt new tools/templates and make small process improvements to reduce rework.
• Clear written and verbal communication; comfortable scheduling client/field meetings and preparing concise status notes for PMs.
• Basic knowledge of construction documents and construction-phase deliverables (work orders, daily reports, punch lists).
• Proficiency in Google Workspace (Sheets, Drive, Slides), Microsoft Excel, and file version control.
• Experience with construction software or project management tools (Procore, Buildertrend, JobTread, Asana, or similar).

Preferred Qualifications

• Prior experience specifically as a Contract Administrator, Project Engineer, or similar support role on commercial interiors review and normalize subcontractor quotes projects.
• Ability to track and present side-by-side comparisons.
• Familiarity with Bluebeam for markups and takeoffs and with photo documentation workflows.
• Familiar with subcontractor onboarding, COI management, and basic insurance requirements.
• Estimating / mark-up tools: Bluebeam (preferred, not required).

Why Join The Client?

• Thriving Market: We serve a high-demand market with a strong project pipeline.
• Growth Opportunities: Our strong project pipeline creates clear career opportunities.
• Supportive Team: Work alongside experienced designers, project managers, and industry experts.
• Established Reputation: Over