[Hiring] Operations Assistant @Inside Out Hiring

Role Description

This role is an Operations Assistant focused on supporting construction operations, field coordination, and administrative execution across multiple job sites. The position works directly with leadership and field teams to ensure that operational data such as invoices, job updates, attendance, vendor communication, and field notes are captured, updated, and distributed in real time.

A core part of the role is reducing the repetitive operational load from leadership by ensuring that information moves from field activity to systems without delay or loss. This includes working inside tools like QuickBooks and Buildertrend, following up with field teams, and maintaining operational accuracy across multiple active projects in parallel.

Key Responsibilities

• Daily Operations & Coordination
  • Maintain and update leadership and team calendars with job site locations and schedules.
  • Track daily field updates and ensure information is communicated across the team.
  • Follow up with foremen and field staff to ensure daily logs and updates are completed.
• Data Entry & Administrative Support
  • Enter invoices into QuickBooks on a daily basis.
  • Assign receipts and expenses to correct job numbers.
  • Track petty cash and basic job-related expenses for cost visibility.
  • Support accurate and timely record keeping across all projects.
• Project System Management
  • Update Buildertrend or similar project management systems with job information.
  • Input meeting notes and field updates into project records.
  • Ensure tasks and updates in the system are completed and followed through.
• Vendor & Procurement Support
  • Communicate with vendors to request pricing and confirm deliveries.
  • Support coordination of material deliveries to job sites.
  • Maintain updated vendor records and basic procurement tracking.
• Field Communication Support
  • Follow up with field teams regarding clock-ins and job site attendance.
  • Support accurate time tracking and reporting using GPS-based systems.
  • Help ensure daily field logs and updates are completed and submitted.

Qualifications

• Fluent English and Spanish communication skills, with the ability to interact directly with field teams and leadership.
• Proven experience in high-volume administrative coordination, data entry, or operations support roles.
• Strong Excel or Google Sheets skills, including the ability to track multiple active data streams.
• Experience handling time-sensitive tasks where same-day execution is required (invoicing, updates, reporting).
• Ability to manage multiple concurrent projects and prioritize based on urgency in a fast-paced environment.
• High attention to detail, especially in financial and operational data accuracy.
• Familiarity with construction environments, job site operations, or trade terminology.

Preferred

• Hands-on experience with QuickBooks, especially invoice entry and job cost allocation.
• Experience using construction or project management software such as Buildertrend, Procore, or Microsoft Project.
• Background supporting operations teams, project coordination, or executive assistants in fast-moving environments.
• Experience dealing with vendors, procurement coordination, or material scheduling.
• Exposure to workforce tracking systems or GPS-based attendance tools.

Personality Traits

• Extremely structured and detail-oriented, with strong follow-through habits.
• Proactive and comfortable chasing people repeatedly for missing information.
• High urgency mindset, able to execute same-day tasks consistently.
• Comfortable working with fragmented, fast-changing information.
• Strong communication discipline, especially in follow-ups and confirmations.
• Patient but assertive when dealing with field teams and leadership gaps in execution.
• Able to work under pressure without losing accuracy or structure.