[Hiring] Project Coordinator @HireLATAM

Role Description

Our Client is seeking an organized, bilingual, and proactive Remote Project Coordinator to own the operational coordination, calendar dispatching, and administrative follow-through for installation projects from sales order approval through final service closure. Reporting to the Operations Manager and working closely with field Project Managers (PMs), Sales, Warehouse, and installer crews, this team member serves as the central operational hub. Utilizing NetSuite ERP and RingCentral, the Project Coordinator maintains master schedules, conducts daily installer check-ins, coordinates warehouse pick requests, tracks job site readiness, and documents field progress in real time.

Qualifications

• 2–4+ years of experience coordinating time-sensitive jobs, installation crews, trade logistics, or field service operations (preferably within construction, flooring, cabinetry, countertops, or building materials).
• Fluent professional written and spoken English, paired with functional spoken Spanish to conduct daily phone calls and technical check-ins with Spanish-speaking installation crews (Portuguese proficiency is a strong plus).
• Exceptional organizational skills to manage high call/email volume, frequent schedule changes, and detailed administrative recordkeeping without letting tasks drop.
• Functional proficiency with cloud-based CRM/ERP systems, shared calendars, and communication tools (prior experience with NetSuite, RingCentral, or construction scheduling software is strongly preferred).
• Sound customer-service judgment to handle job delays, builder complaints, and conflicting priorities calmly and professionally.
• Full commitment to work standard US business hours (Monday – Friday, 7:30 AM – 4:30 PM ET).
• High-performance personal workstation, HD webcam, noise-canceling headset, and enterprise-grade high-speed internet connection in a quiet home office.

Requirements

• Conducts twice-daily reviews of newly approved sales orders, verifying project scope, labor lines, approved finish selections, architectural plans, site access details, and target completion dates.
• Establishes project communication channels, introduces the project team to builders and clients, and identifies missing prerequisites or approvals prior to making schedule commitments.
• Owns and maintains the master installation calendar in NetSuite—assigning installation crews, estimating job durations, setting task dependencies, and verifying site readiness before issuing confirmed dates.
• Proactively identifies scheduling conflicts, trade delays, and crew capacity issues, proposing recovery options and escalating critical delays to PMs.
• Conducts structured daily progress check-ins with active installers by 2:00 PM EST, capturing completion percentages, site photos, material shortages, and next-day labor requirements.
• Logs clear job notes, photo documentation, project blockers, and next-action dates directly in NetSuite records and RingCentral project channels.
• Keeps builders, home buyers, Sales leads, and field PMs informed with timely progress updates, handling high call and email volumes with professional customer-service judgment.
• Coordinates warranty claims, callbacks, and punch-list service requests through established operations workflows until fully resolved.
• Coordinates material availability with Purchasing and Warehouse teams, verifying item quantities, staging statuses, and delivery ETAs prior to dispatching installation crews.
• Submits complete next-day warehouse pick requests by 3:00 PM EST, managing urgent exceptions and communicating staging shifts to affected field teams.
• Routes material additions, product substitutions, or potential cost adjustments through required PM and Sales Manager approval workflows before ordering.
• Tracks Cash & Carry orders through customer notification, pickup scheduling, documentation, and final system closure.
• Audits work orders prior to crew dispatch for correct scope, material lines, job site access, and required approvals; reconciles returned work orders upon job completion.
• Gathers field progress data for PM inspections, documenting material defects, job site damages, and customer concerns on the same business day.
• Flags labor overruns, unauthorized field work, repeat job trips, and invoice discrepancies for PM/Operations review, ensuring no unapproved scope changes are promised to customers or installers.
• Maintains actionable system queues for unscheduled jobs, unconfirmed ETAs, missing materials, and open service items to drive continuous process improvement.

Benefits

• $2,000 – $2,500 USD/month base salary (commensurate with experience).
• Full-time remote work from Latin America.
• Standard schedule: Monday – Friday, 7:30 AM – 4:30 PM US Eastern Time / ET.