Office coordinator

Project & Office Coordinator (Construction – Hybrid | Bilingual Spanish/English Required)
Location: Hybrid – Tampa Bay Area, Florida
Availability: Approximately 40 hours per week. The contractor should maintain regular availability during normal business hours (Monday–Friday 9-5pm) to coordinate with clients, subcontractors, vendors, and the team.
Work Structure: Hybrid. Some tasks may be performed remotely, but the contractor must be able to attend occasional in-office work sessions or meetings when needed.
Employment Type: 1099 Independent Contractor

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About Us
We are a growing residential construction and remodeling company based in Florida. Our company manages multiple renovation and construction projects and works closely with homeowners, subcontractors, suppliers, and project managers.
Because our team is small, this role is extremely important. The person in this position becomes the central point of communication and organization for the company.
You will work directly with the owners and help manage daily operations, communication, and organization across projects.
Main Responsibilities
Executive & Office Support
Manage the company inbox and calendar

Answer phone calls from clients, subcontractors, and vendors

Schedule meetings, site visits, and project appointments

Follow up on emails and messages to ensure nothing is missed

Client Communication
Communicate with homeowners regarding project updates

Answer questions about scheduling and project progress

Provide professional and timely responses to client emails and calls

Subcontractor Coordination
Communicate with subcontractors in Spanish and English

Request invoices, documents, and updates from subs

Confirm work schedules and project timelines

Help resolve scheduling or documentation issues

Vendor & Supplier Communication
Coordinate with suppliers for materials and deliveries

Request pricing, invoices, and order confirmations

Track materials needed for projects

Project Organization
Set up new projects in CRM and Google Drive

Maintain organized digital project folders

Track permits, documents, and project records

Ensure all project documentation is properly stored

Financial & Administrative Support
Upload and organize receipts and invoices

Assist with QuickBooks record organization

Track subcontractor invoices and payment requests

Prepare weekly summaries for billing and payments

General Operations Support
Help improve organization and internal systems

Identify problems and suggest solutions

Assist the owner with operational tasks as the company grows

Systems & Tools Used
Our team currently uses:
Google Workspace (Drive, Sheets, Gmail)
CRM / Project Management software

QuickBooks for financial organization

Digital document management systems

Training will be provided for our internal workflows and systems.

What Success Looks Like in This Role
Within the first 90 days, a successful candidate will:
Maintain organized project documentation and communication

Ensure subcontractor documentation and invoices are properly tracked

Help improve coordination between the office, field, and clients

Support smoother administrative processes across projects

Requirements
Fluent in English and Spanish

Excellent written and verbal communication skills

Strong organizational and multitasking skills

Ability to work independently and stay proactive

Comfortable communicating with clients, subcontractors, and vendors

Experience with Google Workspace and spreadsheets

Experience with QuickBooks or similar accounting software preferred

Experience supporting project coordination, construction, or operations roles is a plus

Construction or home services experience is highly preferred

Ideal Candidate
The ideal candidate is:
Highly organized

Proactive and detail-oriented

Comfortable communicating with many people

Able to manage multiple responsibilities simultaneously

Interested in growing with a small but expanding company

This role requires someone who can take ownership of office organization and help keep projects and communication running smoothly.

Work Environment
Construction projects move quickly and involve coordination with many people. This role requires someone who can stay organized, communicate clearly, and manage multiple priorities.
The ideal candidate is comfortable working in a fast-paced environment where problem-solving and initiative are highly valued.

Who This Position Is NOT For
This position may not be the right fit for someone who:
Prefers to receive constant instructions instead of taking initiative

Struggles to stay organized or manage multiple tasks at once

Is uncomfortable communicating with many people throughout the day

Is looking for a fully remote job with minimal interaction

Does not enjoy solving problems or figuring things out independently