[Hiring] Business Operations Coordinator @Somewhere

Role Description

This is a Business Operations Coordinator / Sales Operations Support role designed to serve as the operational backbone of the business.

• The founder remains the primary person handling all sales consultations and closing homeowners.
• This role will support the backend workflow that keeps the business organized, efficient, and moving forward.
• You will own the systems, follow-ups, coordination, and operational execution behind the scenes.
• Ensure leads are properly managed, proposals are organized, invoices are sent, payments are tracked, and nothing falls through the cracks.
• This is not an Executive Assistant role and not a traditional “VA” position.
• We are looking for a strong operator and executor — someone highly organized, proactive, reliable, and process-driven.

Key Responsibilities

• CRM & Pipeline Management
  • Own CRM organization and sales pipeline maintenance.
  • Ensure all leads are properly tracked, updated, and followed up on.
  • Manage consistent follow-up cadence via text, email, and CRM workflows.
  • Re-engage older prospects and dormant leads.
  • Notify the founder when leads are warm and ready for direct sales conversations.
  • Help ensure no opportunities fall through the cracks.
• Proposal Coordination & Sales Support
  • Organize project photos, homeowner notes, and supporting documentation for proposals.
  • Assist in preparing homeowner proposals and ensuring proposal details are complete and accurate.
  • Support sales workflow from initial consultation through project acceptance.
  • Maintain clear documentation between sales conversations and project execution.
• Operations & Project Coordination
  • Support smooth handoff between sales and operations teams.
  • Help maintain organized project documentation and workflow visibility.
  • Assist with job costing organization and internal reporting.
  • Ensure project details, budgets, labor assumptions, and notes remain structured and accessible.
• Invoice Coordination & Payment Tracking
  • Coordinate homeowner invoice creation based on predefined workflows.
  • Ensure invoices are sent on time according to project milestones.
  • Track payment status and outstanding balances.
  • Help maintain visibility into AR and flag delayed payments.
  • Coordinate receipts and supporting financial documentation for the bookkeeper.
• Administrative & Warranty Support
  • Assist with manufacturer submissions and warranty documentation.
  • Manage required receipts, forms, and administrative submissions.
  • Support post-project customer communication including Google review follow-up.
  • Ensure documentation stays clean, organized, and audit-ready.
• Process Improvement & Workflow Consistency
  • Identify inefficiencies and recommend workflow improvements.
  • Help implement better internal systems and repeatable processes.
  • Support light AI tools and automation where helpful.
  • Create operational consistency as the company grows.

What Success Looks Like

• CRM and pipeline are clean, organized, and consistently managed.
• Leads are followed up on without founder involvement.
• Proposal coordination is smooth and organized.
• Invoices go out on time and payment tracking is clear.
• Sales-to-operations handoff is seamless.
• Administrative tasks and documentation are handled proactively.
• Founder spends less time in operational chaos and more time on growth.

Qualifications

• 3+ years of experience in Business Operations, Sales Operations, Project Coordination, or similar operational support role.
• Strong experience with CRM management and pipeline organization.
• Proven ability to manage multiple moving parts with high attention to detail.
• Strong written and verbal English communication skills (C1/C2 preferred).
• Highly organized, reliable, and execution-focused.
• Comfortable supporting a fast-moving founder-led business.

Preferred

• Experience in construction, home services, or project-based businesses.
• Experience with homeowner/client communication workflows.
• Exposure to invoicing, payment tracking, AR/AP coordination, or bookkeeping support.
• Familiarity with proposal coordination and project documentation.
• Experience with operational systems, process building, or workflow improvement.
• Light familiarity with AI tools or workflow automation.

Ideal Candidate Profile

• Highly organized and naturally process-driven.
• Strong executor who thrives in operational ownership.
• Proactive and dependable — you don’t need constant direction.
• Comfortable working across sales support, admin, operations, and financial coordination.
• Strong follow-through and ability to keep people accountable.
• Focused on building structure and consistency rather than “strategy” alone.