Project Coordinator

About Pristine Painting & Coatings LLC: Based in Wahiawa, Hawaii, Pristine Painting & Coatings LLC is a growing painting and coatings company dedicated to delivering exceptional quality and customer satisfaction. We specialize in both residential and commercial projects, and we pride ourselves on our professionalism, attention to detail, and commitment to our clients. Our connection to the Philippines runs deep, with our founder's grandparents hailing from the philippines islands and coming to the hawaiian islands to start there legacy here. We deeply value the diverse talent that contributes to our success, and we have a special appreciation for the strong work ethic and dedication found within the Filipino community. We are expanding our remote team and seeking a highly organized and proactive Project Coordinator to help us manage our projects seamlessly.
Important Note on Working Hours:
This is a full-time position requiring you to work during Hawaii Standard Time (HST) business hours: Monday to Friday, 9:00 AM to 6:00 PM HST.
For candidates in the Philippines (PHT), this translates to approximately 3:00 AM to 12:00 PM PHT (Tuesday to Saturday).
We understand this is a night shift in the Philippines, and we offer a competitive compensation package that reflects this commitment. We are looking for a dedicated individual who thrives in this schedule and can consistently be available during our operating hours for real-time collaboration.
Position Summary:
We are seeking a detail-oriented and highly organized Remote Project Coordinator to be the central hub for our painting projects. You will play a critical role in ensuring our projects run smoothly from initiation to completion, coordinating between clients, our sales team, and our painting crews. This role requires excellent communication skills and a proactive approach to managing multiple moving parts.
Key Responsibilities:
Project Scheduling & Coordination:
Develop, maintain, and update comprehensive project schedules, coordinating start dates, milestones, and completion times with clients and internal teams.
Schedule client consultations, site visits, and final walk-throughs.
Coordinate the procurement and delivery of materials and equipment to job sites.
Communication & Client Relations:
Serve as a primary point of contact for clients, providing regular project updates, answering inquiries, and addressing concerns professionally and promptly.
Liaise effectively between the sales team, painting crews, and clients to ensure clear communication and alignment on project scope and expectations.
Facilitate communication for urgent matters that arise during Hawaii business hours.
Documentation & Reporting:
Maintain meticulous project documentation, including contracts, change orders, permits, client communications, and progress notes.
Track project progress against timelines and budgets, identifying potential delays or cost overruns.
Prepare and submit regular (daily/weekly) project status reports to management.
Job Costing & Financial Support:
Assist with job costing, ensuring accurate tracking of labor, materials, and other project-related expenses against budget.
Assist with project-related financial tasks, such as processing invoices and preparing billing summaries.
Administrative Support:
Organize and manage digital files and records for each project in our CRM and cloud storage systems.
Support the creation and maintenance of Standard Operating Procedures (SOPs) for project workflows.
Qualifications & Skills:
Proven Experience: Minimum of 2+ years of experience in a Project Coordinator, Administrative Assistant, or similar role, preferably within the construction, home services, or painting industry.
Job Costing Knowledge: Demonstrated understanding and experience with job costing principles and tracking project profitability.
Exceptional Organizational Skills: Demonstrated ability to manage multiple projects, prioritize tasks, and maintain highly organized digital files and schedules.
Strong Communication Skills: Excellent written and verbal English communication skills are essential for clear interaction with clients, tea ---------- mbers, and management.
Tech-Savvy & Software Proficiency:
Proficiency with DripJobs (CRM and Project Management platform) is required.
Expertise in Google Workspace (Docs, Sheets, Calendar, Gmail).
Attention to Detail: Meticulous accuracy in all documentation, scheduling, and financial tracking.
Problem-Solving & Proactiveness: Ability to anticipate issues, think critically, and propose solutions independently.
Reliable Home Office Setup: Stable and fast internet connection, a quiet workspace, and a reliable computer/laptop with necessary software.
Adaptability: Willingness and ability to consistently work the required Hawaii Standard Time hours (night shift in the Philippines).
What We Offer:
Competitive hourly rate, commensurate with experience and the required work schedule.
Opportunity to be a vital part of a growing company.
A supportive remote work environment.
Long-term career potential.