• Monday – Friday, 8:00 AM – 5:00 PM US Eastern Time (EST), including a 1-hour unpaid lunch break (40 Hours per week)

1. Daily operations and production planning
* Maintain the company’s daily and weekly production schedule in Contractor Foreman.
* Coordinate upcoming work with Grace, crew leads, employees, subcontractors, and customers.
* Confirm each crew has the correct job location, work scope, access instructions, customer
requirements, schedule, materials, equipment, and subcontractor information before dispatch.
* Prepare concise work plans for crews and confirm that they received and understand the
assignment.
* Contact field leads during the workday to confirm progress, identify delays, and resolve routine
coordination issues.
* Track weather, access, staffing, material, equipment, and subcontractor issues that could affect the
schedule.
* Coordinate schedule changes within established limits and promptly communicate changes to the
affected crew, customer, and subcontractor.
* Prepare the agenda and current status for the daily 8:00 AM meeting and 3:15 PM production call.
Record decisions, owners, due times, and follow-up actions.

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* Maintain a short next-day readiness list so crews are not waiting on missing information or
materials.
* Coordinate routing and schedule changes for recurring lawn and landscape work, including
weather-related adjustments.
2. Estimate research and preconstruction support
* Maintain the estimate queue with the assigned estimator, due date, missing information, requested
quotes, next action, and customer status.
* Organize site photos, Polycam scans, measurements, drawings, notes, specifications, customer
selections, and project correspondence into the correct project record.
* Perform online research on products, materials, equipment, installation requirements, availability,
and potential suppliers.
* Call suppliers and subcontractors to request current pricing, confirm availability, obtain lead times,
and follow up on outstanding quotes.
* Prepare and send subcontractor bid requests with the available scope, drawings, measurements,
photos, and response deadline.
* Seek multiple subcontractor quotes where required by company policy and keep a record of who
was contacted, when, and what response was received.
* Prepare organized estimate-support packages showing quantities or takeoff information, vendor
and subcontractor quotes, quote dates, lead times, assumptions, exclusions, and unresolved
questions.
* Assist with first-draft scopes and estimate assembly using company standards and approved
source information.
* Track residential estimates against the company’s 48-hour target and ensure the customer
receives a status update if a complete estimate cannot be delivered on time.
* Flag missing measurements, unclear scope, outdated pricing, unreturned quotes, and risks that
could affect price or schedule.
The assigned estimator remains responsible for technical scope, takeoff accuracy, labor and cost
assumptions, estimate completeness, and readiness for review. Ryan retains pricing policy and
approval of defined margin, scope, and contract exceptions. The Operations Manager must not
invent costs, issue an unapproved price, or send an unapproved proposal.
3. Sold-job handoff and job readiness
* Confirm that approved sold work is properly entered and organized in Contractor Foreman before it
is scheduled.
* Check for the approved proposal and scope, contract amount, cost basis, materials list, labor plan,
equipment needs, subcontractor commitments, access information, customer selections, schedule,
exclusions, and next milestone.
* Return incomplete handoffs to the responsible person with a specific list of missing items and a due
time.
* Maintain a production-readiness status for every upcoming job.
* Track customer decisions, deposits, material selections, change requests, permits or inspections
assigned to the company, and other pre-start requirements.
* Ensure changes to scope, quantities, materials, schedule, or cost are documented and routed for
the required approval before the team proceeds.

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* Coordinate kickoff and handoff information among the estimator, office, field lead, subcontractors,
and customer.
4. Supplier, subcontractor, and customer coordination
* Serve as the primary remote follow-up point for assigned suppliers, subcontractors, and project
contacts.
* Confirm subcontractor scope, schedule, site access, required documentation, delivery timing, and
completion status.
* Track subcontractor commitments and deliverables; raise missed dates, scope conflicts, quality
concerns, and incomplete work to Grace with supporting information.
* Coordinate material orders, pickups, deliveries, returns, and warranty or service calls after the
required approval is received.
* Call vendors to resolve order status, account questions, product substitutions, backorders, delivery
problems, invoices, and credit issues.
* Provide customers with routine schedule and progress updates using approved information.
* Prepare customer communications for review when the message involves price, contract scope, a
complaint, a delay requiring a commitment, or a change order.
* Never promise unapproved work, pricing, schedule recovery, credits, or contract changes.
5. Contractor Foreman, CompanyCam, and operating records
* Keep job schedules, statuses, tasks, notes, files, and assigned follow-ups current in Contractor
Foreman.
* Use CompanyCam to confirm that required field photos are being captured and attached to the
right job.
* Review active job records for missing daily reports, hours, photos, material use, equipment use,
receipts, subcontractor updates, and documented changes.
* Follow up with the person responsible for missing information; do not guess, fabricate, or change
field records without confirmation.
* Maintain a companywide open-items list with the job or department, task, owner, due time, status,
and next action.
* Keep project documents organized so estimates, signed agreements, purchase records, photos,
customer approvals, invoices, and closeout records can be retrieved quickly.
* Identify duplicate, stale, or conflicting job information and work with the responsible owner to
correct the source record.
6. Bills, collections, payroll readiness, and job-cost follow-through
* Maintain a centralized view of vendor bills, subcontractor invoices, due dates, approval status,
missing backup, payment status, and any dispute or hold.
* Coordinate with Cecilis to ensure bills are received, assigned to the correct job or overhead
category, supported, approved, and included in the payment process on time.
* Follow up on overdue or at-risk vendor and subcontractor payments and escalate unresolved items
before they create account, supplier, or project problems.
* Track customer invoices expected from completed work, approved change orders, deposits, and
payment milestones; provide the required job documentation to the bookkeeping owner.

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* Follow up on outstanding customer invoices as assigned and record contact attempts and
promised payment dates.
* Coordinate collection of daily time, receipts, purchase records, and job information needed for
payroll and job-cost reporting.
* Review the weekly job-cost and cash-status information provided by Cecilis; identify missing
records, unexplained variances, upcoming obligations, and items needing management action.
* Track sold-job and commission documentation against the applicable written agreements and
approved records.
* This position may prepare payment lists, supporting documents, reminders, and status reports, but
may not release payments, access or transfer company funds, change banking information, approve
its own expenses, or reconcile bank accounts.
7. Fleet, equipment, and repair coordination
* Maintain a current list of company vehicles, equipment, trailers, and other assets that are
unavailable, due for service, awaiting parts, or scheduled for repair.
* Coordinate repair appointments, service calls, vendor follow-up, parts research, transportation, and
expected return-to-service dates with Brady and the assigned manager.
* Track repair status and escalate delays that affect crew capacity or scheduled work.
* Coordinate equipment readiness checks and required service records with the person responsible
for the shop and fleet.
* Do not perform mechanical work or authorize repairs or purchases above company limits.
8. Field documentation, quality concerns, and closeout
* Confirm that crews know which job records, progress photos, and closeout information are due for
each active job.
* Collect progress updates and photos from field leads and attach them to the correct project.
* Track punch-list items, callbacks, deficiencies, customer questions, and incomplete subcontractor
work until they are assigned and resolved.
* Prepare a closeout checklist for completed work, including final photos, customer sign-off where
applicable, change documentation, receipts, subcontractor invoices, warranty information, and billing
backup.
* Notify Grace immediately when a field report or customer communication indicates a safety
concern, property damage, a quality failure, or a significant customer issue.
* The Operations Manager can identify and coordinate a response to field concerns remotely but
cannot certify work quality or safety without a qualified person’s on-site review.
9. Management reporting and process improvement
* Provide a concise daily exception report covering schedule changes, jobs not ready, missed
commitments, estimate blockers, overdue records, equipment downtime, customer issues, and
decisions required.
* Provide a weekly operating summary covering:
* Upcoming and active jobs
* Crew and subcontractor schedule
* Estimate and quote backlog

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* Material and equipment readiness
* Jobs waiting on customer decisions or approvals
* Missing time, photos, receipts, or job records
* Bills, customer invoices, and payment items at risk
* Job-cost or margin concerns identified by the bookkeeping owner
* Recurring problems and recommended fixes
* Maintain written checklists and simple workflows for recurring tasks. Use the company’s current
systems rather than introducing new software unless approved.
* Identify where responsibilities, permissions, or approval limits are unclear and recommend a
specific correction.
* Track whether assigned tasks are actually completed; do not treat a reminder or forwarded email
as a closed task.
AUTHORITY AND ESCALATION
The successful candidate will be trusted to make routine coordination decisions within written
company limits. They should be able to contact crews, customers, suppliers, and subcontractors;
request status and documentation; set follow-up deadlines; organize schedules; and close routine
coordination issues without waiting for Ryan or Grace to direct every step.
Escalate to Grace or Ryan when a decision involves:
* A change to contract scope, price, or customer commitment
* A purchase or repair above the approved spending limit
* A margin concern or significant cost variance
* A serious schedule impact or customer complaint
* Safety, property damage, legal, or personnel concerns
* A payment, payroll, tax, or cash issue requiring approval
* A technical decision outside the candidate’s qualifications
Every escalation should include the relevant job, the facts, the impact, what has already been done,
the decision needed, and the recommended next step.
ROLE BOUNDARIES
* The assigned estimator owns technical scope, takeoffs, estimate assumptions, and estimate
accuracy.
* Kristine continues to own lead intake, routine customer administration, approved proposal sending,
and assigned project-file administration. The Operations Manager coordinates the overall workflow
and ensures blockers are closed.
* Cecilis continues to own bookkeeping, transaction coding, payroll processing preparation,
reconciliations, and formal job-cost reporting. The Operations Manager tracks deadlines and
completeness and escalates misses.
* Brady retains hands-on shop, fleet, maintenance, and equipment responsibilities. The Operations
Manager tracks work orders, repair status, readiness, and follow-through.
* Grace retains company operations oversight, field inspections, coaching, and operational
exceptions. The Operations Manager should take recurring coordination and follow-up work off her
plate.
* Ryan retains owner-level decisions on pricing policy, major spending, cash commitments, hiring,
and significant customer or contract exceptions.
* Field employees and crew leads remain responsible for accurate time, job assignments, material

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and equipment entries, progress reports, and photos.
* This position is not a remote substitute for an on-site superintendent or field foreman. A qualified
person on site must make physical safety, workmanship, and quality judgments.

REQUIRED QUALIFICATIONS
* At least five years of experience in construction operations, project coordination, production
management, or office management for a trade contractor or general contractor.
* Demonstrated ability to coordinate multiple active projects and field crews at the same time.
* Strong phone and written communication skills; comfortable calling suppliers, subcontractors,
customers, and employees to get clear answers and commitments.
* Experience with construction schedules, job readiness, material procurement, subcontractor
coordination, change documentation, and project closeout.
* Strong organization and follow-through; able to maintain a high volume of open tasks without losing
owners, deadlines, or next steps.
* Able to research unfamiliar materials, equipment, product requirements, suppliers, and
construction questions online and by phone.
* Comfortable reviewing plans, scopes, photos, measurements, and field notes; able to organize
estimate-support information accurately.
* Proficient with construction management software, email, spreadsheets, shared drives, calendars,
video meetings, and document management.
* Able to learn and use Contractor Foreman, CompanyCam, Google Workspace, and the company’s
current processes.
* Self-directed, dependable, available for the agreed Eastern Time schedule, and comfortable
participating in daily team meetings.
* Professional spoken and written English.
PREFERRED QUALIFICATIONS
* Experience with Contractor Foreman or a similar construction management platform.
* Experience supporting residential and light-commercial general contracting, HVAC, landscaping,
hardscape, lawn service, or property maintenance.
* Prior estimating, quantity takeoff, material pricing, bid solicitation, or vendor quote experience.
* Familiarity with job-cost records, accounts-payable workflows, receivables follow-up, payroll
readiness, and purchase documentation.
* Experience coordinating a small fleet, equipment service, or repair vendors.
* Experience building operating checklists, dashboards, and repeatable processes for a growing
contractor.