Project Coordinator

Company: GLS Painters
Location: Remote
Schedule: 7:00 AM – 5:00 PM EST
Position Type: Full-Time Preferred
Reports To: Owner / Project Manager
Start: ASAP

GLS Painters is looking for a reliable and highly organized Virtual Assistant / Project Coordinator to help support our day-to-day operations, project scheduling, client communication, job preparation, documentation, and job costing.

This role is perfect for someone who is detail-oriented, proactive, organized, and comfortable managing multiple moving parts. You will help keep projects on track, clients informed, schedules updated, and company systems organized behind the scenes.

What You’ll Do:

Schedule projects in the company calendar
Coordinate project start dates, crew assignments, and timelines
Communicate with subcontractors about availability and scheduling
Adjust schedules when needed due to weather, materials, change orders, or project delays
Send pre-project communication to clients with start dates, expectations, prep instructions, and next steps
Confirm paint colors, project details, and material selections before projects begin
Coordinate material needs with suppliers and the Project Manager
Track daily labor hours and material expenses by project
Organize receipts, invoices, material purchases, and subcontractor costs
Update job costing sheets daily
Keep project statuses, notes, communication logs, and scheduling details updated
Organize contracts, change orders, photos, material selections, and client communication
Maintain SOPs and company processes inside Trainual
Support onboarding by helping organize training materials, checklists, screenshots, and Loom videos
Provide end-of-day reports with scheduling updates, project updates, job costing updates, and any outstanding issues

Requirements:

Strong organization and multitasking skills
Excellent written and verbal communication
High attention to detail
Able to manage multiple active projects at once
Strong time management skills
Proactive and able to solve problems before they become bigger issues
Comfortable working remotely
Comfortable working in a fast-paced environment
Quiet workspace and stable internet connection
Able to work during EST business hours

Preferred Experience:

Previous project coordination, operations, or admin support experience
Experience in construction, painting, or home service industries
Familiarity with scheduling and job costing
Experience working remotely with multiple systems
Basic familiarity with QuickBooks preferred

Tools We Use:

GoHighLevel
PaintScout
QuickBooks
CompanyCam
Google Workspace
Trainual

Success in this role means projects stay organized, clients feel informed, schedules remain accurate, job costs are updated, and the team has the information they need to keep projects running smoothly.

We’re looking for someone who can help reduce chaos, improve communication, and support a smooth, stress-free client experience from scheduling through project completion.

Please apply by sending:

A short Loom intro video telling us about your project coordination or operations experience and why you’d be a good fit
Your resume or work experience summary
Your availability and expected hourly rate

We’re hiring quickly and looking for someone who can start soon.