Operations and Project Coordinator

Operations & Project Coordinator

Location: East Falmouth, MA

Company: Great Harbors Home Services

Employment Type: Full-Time | In-Office (with some flexibility)

About Us

Great Harbors Home Services is a growing residential remodeling and construction management company based in East Falmouth, Massachusetts. We partner closely with homeowners and subcontractors to deliver high-quality renovation and building projects with precision, integrity, and professionalism.

We’re seeking a detail-oriented, proactive, and dependable Operations & Project Coordinator to serve as the backbone of our office operations — managing leads, schedules, files, and communication to keep projects moving smoothly and clients happy.

Position Summary

This role sits at the center of our business operations. You’ll organize information, manage workflows, and keep everyone — from clients to subcontractors — aligned and on schedule. You’ll balance structure and communication: a mix of administrative precision, project coordination, and client interaction.

The ideal candidate thrives in a small-business environment, loves bringing order to chaos, and finds satisfaction in seeing projects run like clockwork.

Key Responsibilities

Lead Management & Client Communication

• Handle inbound calls and inquiries; enter leads into Google Forms and Houzz Pro.
• Evaluate leads using an internal scorecard to determine fit.
• Communicate professionally and confidently — converting inquiries into projects.
• Maintain an organized, timely follow-up process for all leads.

Organization & Documentation

• Manage and organize company email using filters, folders, and task systems.
• Maintain Google Drive file structure — ensuring all project and client files are current.
• Back up critical data to local and cloud storage.
• Draft, format, and manage client contracts, including e-signature coordination.
• Ensure accounting, project, and administrative folders remain synced and accessible.

Scheduling & Project Coordination

• Build and update construction schedules (Gantt-style) with task dependencies.
• Communicate with subcontractors to confirm timelines and adjust schedules as needed.
• Monitor key project milestones and update calendars as changes occur.
• Verify that materials and selections are ordered and arrive in alignment with schedule demands.
• Maintain the company calendar and help create consistent routines and workflows.
• Conduct or coordinate occasional site visits to ensure progress and documentation accuracy.

Operations, Systems, & Optimization

• Utilize and optimize Houzz Pro for leads, client communication, and project tracking.
• Identify process gaps and propose workflow improvements.
• Help develop SOPs (Standard Operating Procedures) as we grow.
• Train new hires on internal systems and workflows when needed.

Accounting & Compliance Support

• Review project estimates for accuracy and submit to accounting.
• Prepare and track change orders in real time.
• Collect subcontractor 1099s, W-9s, and COIs, and forward to accounting.
• Maintain compliance documents, permits, and insurance records for all projects.

Reporting & Performance Tracking

• Generate weekly or biweekly reports summarizing project progress and pipeline status.
• Track lead sources and marketing ROI (Houzz, website, referrals, etc.).
• Maintain dashboards or Google Sheets that summarize company metrics.

Qualifications

• 3–7 years in construction project coordination, office management, or operations administration.
• Proficient in Google Workspace (Drive, Docs, Sheets, Forms).
• Comfortable learning and mastering Houzz Pro and scheduling software.
• Strong written and verbal communication skills; confident on the phone.
• Highly organized and detail-oriented with excellent follow-through.
• Knowledge of construction processes, sequencing, and subcontractor coordination preferred.
• Familiarity with contract drafting, document control, and scheduling logic a plus.

Ideal Traits

• High Conscientiousness: Reliable, organized, and thorough.
• High Steadiness: Calm and patient under pressure — balances a fast-moving environment.
• Moderate Dominance: Takes initiative but collaborates well.
• High Integrity: Takes ownership and cares about results.

(This personality blend complements our leadership style — high energy and results-focused — with structure, consistency, and reliability.)

Job Type: Full-time

Pay: $55,000.00 - $75,000.00 per year

Benefits:

• Paid time off

Work Location: In person

Salary : $55,000 - $75,000