[Hiring] Project Coordinator & Business Support Specialist @Somewhere

Role Description

This role exists to take everything off the founder's desk that can be done on a computer, so he can stay focused on clients, architects, and the job site. You'll start as his right hand, running his inbox and calendar, coordinating with subcontractors and vendors, and keeping projects organized. As you learn the business, you'll take on more preconstruction work, including quantity takeoffs and estimating support, handed off piece by piece with hands-on training. Estimating experience is a plus, not a prerequisite.

As the company adds site superintendents, this role becomes the field team's back-office support, handling coordination, documentation, and follow-up so they can focus on building. Along the way, you'll help document how the company runs, which lays the groundwork for automating workflows down the road.

Key Responsibilities

• Executive Support
  • Own the founder's inbox: triage, draft replies, and flag what needs his attention.
  • Manage his calendar and schedule client, architect, vendor, and site meetings.
  • Take notes on calls and track action items through to completion.
  • Keep a running priority list and close loops without needing to be chased.
• Project Coordination
  • Coordinate with subcontractors, vendors, and suppliers on schedules, quotes, and deliveries.
  • Build and maintain project schedules, updating them as things change.
  • Track selections, RFIs, submittals, change orders, and permit status.
  • Draft progress updates and client communications for the founder's review.
  • Keep project files organized, including drawings, specs, contracts, photos, and invoices.
  • Track warranty items after closeout and coordinate service visits with subs and manufacturers.
• Preconstruction & Estimating Support (trained in phases)
  • Perform quantity takeoffs and measurements from PDF plans.
  • Request, track, and compare subcontractor and supplier bids.
  • Build estimate spreadsheets and scope sheets for the founder's review.
  • Maintain a pricing and vendor database that speeds up future estimates.
• Back Office & Systems
  • Track invoices, vendor payments, and budget versus actual on each project.
  • Turn recurring tasks into written SOPs as processes are built.
  • Help set up and maintain project management and file systems.
  • Use AI tools to speed up drafting, research, and documentation, and flag work that could be automated.

Qualifications

• 2+ years in an executive assistant, project coordinator, or operations support role.
• Hands-on experience in construction, home building, remodeling, architecture, interior design, or a closely related field.
• Excellent written and spoken English, with the confidence to communicate directly with U.S. subcontractors, vendors, and clients.
• Proven ability to juggle many small, varied tasks at once without dropping follow-ups.
• Strong working skills in spreadsheets (Excel or Google Sheets) and PDF tools.
• Prior experience supporting a U.S.-based company or client remotely.
• Available to work U.S. Eastern hours during onboarding.

Preferred Qualifications

• Experience with a U.S. residential general contractor, custom home builder, or remodeler.
• Ability to read architectural and construction drawings.
• Exposure to quantity takeoffs or estimating, using Bluebeam, PlanSwift, or similar tools.
• Experience with construction management software such as Buildertrend, JobTread, CoConstruct, or Procore.
• A background or degree in architecture, interior design, civil engineering, or construction management.
• Daily use of AI tools like Claude or ChatGPT. Experience building workflows, dashboards, or automations is a strong plus.
• Familiarity with QuickBooks or basic job costing.
• Conversational Spanish, which helps when working with trade partners.

Ideal Candidate Profile

• Highly organized and proactive.
• Comfortable with variety.
• Fluent in the language of construction.
• A clear, confident communicator who represents the company well with clients, vendors, and trades.
• At home in an early-stage, founder-led business.
• Tech-curious.
• Looking for a long-term role where your responsibilities grow as the company does.

Why Join Us

• Be the first hire.
• Learn custom homebuilding end to end.
• Grow with the role.
• Do meaningful work.