Office Coordinator

About This Role

We’re a small, growing remodeling company looking for someone dependable and organized to keep the back office running smoothly. This is a flexible, remote-friendly position — ideal for college students, working parents, or anyone looking for meaningful part-time work with a real company (not a faceless corporation). You don’t need a construction background. If you’re sharp, detail-oriented, and can manage a busy inbox without things falling through the cracks, we’ll teach you the rest.

Core Responsibilities
Office & Communication Management

• Answer and route incoming calls; screen spam from real leads and customer inquiries
• Monitor and manage the general company email inbox
• Draft and send routine correspondence to customers, vendors, and subcontractors
• Respond to basic customer inquiries — status updates, scheduling questions, general information (escalating anything project-specific to Cesar or the PM)
• Follow up on unanswered calls, emails, and open threads so nothing falls through the cracks

JobTread Administration

• Create and maintain customer/account records
• Generate and send invoices
• Upload and organize files within JobTread, linking to Google Drive where applicable
• Light data entry — updating contact info, notes, document attachments

File & Document Management

• Maintain organized digital filing across Google Drive and JobTread
• Ensure project folders follow a consistent structure (contracts, selections, photos, permits, correspondence)
• File and track lien waivers, vendor W-9s, COIs, and similar documents

COI & W-9 Tracking

• Build and maintain a master tracker for all subcontractor and vendor COIs and W-9s (40+ subs)
• Contact subs to collect current documents; set up expiration tracking and renewal reminders
• Chase renewals before expiration; flag any lapses to Cesar immediately
• Onboard new subcontractors and vendors into the tracking system

Ordering & Procurement Support

• Place material and fixture orders as directed
• Track order confirmations, delivery dates, and backorder status
• Coordinate delivery scheduling with the project team

Subcontractor Payments

• Process subcontractor payments through QuickBooks
• Verify lien waivers are collected before releasing payment
• Track payment status and flag any discrepancies or outstanding balances

Bookkeeping Support

• Light QuickBooks data entry — recording payments, categorizing expenses
• Reconcile invoices between JobTread and QuickBooks
• Flag discrepancies or items needing Cesar’s review

Insurance Claims Correspondence

• Draft and send adjuster correspondence using provided templates and direction
• Track supplement submissions, response deadlines, and payment status
• Maintain organized claim files with all communications logged

Permits & Account Management

• Prepare and submit permit applications
• Manage supply house accounts and vendor account setup

Scheduling & Meeting Support

• Coordinate Cesar’s calendar — client meetings, inspections, vendor appointments
• Send meeting confirmations and reminders

Personal Assistant Support

• General overflow tasks as needed — research, errands, appointment scheduling, and other day-to-day items that keep the business moving

Ideal Candidate

• Organized, detail-oriented, comfortable working independently with minimal supervision
• Strong written communication — professional tone without being overly formal
• Familiar with or quick to learn construction/remodeling office workflows
• Experience with any project management or CRM software (JobTread training provided)
• QuickBooks experience preferred but not required
• Comfortable managing multiple priorities across email, phone, and software platforms
• College students, recent grads, and working parents encouraged to apply

Pay: $18.00 - $25.00 per hour

Benefits:

• Paid time off

Application Question(s):

• Tell me about yourself, & why you're the best person for this role!

Experience:

• Google Workspace: 1 year (Preferred)
• JobTread: 1 year (Preferred)

Work Location: Hybrid remote in Dallas, TX 75238