What are the responsibilities and job description for the Office Manager / Project Coordinator - Construction position at Nest Construction?
About Nest Construction
Nest Construction is a Louisville, KY residential remodeling company: kitchens, bathrooms, decks and fences. We run the business on our own app, Construct Easy, which handles leads, quotes, projects, materials, crew hours, invoices and payments. We are hiring an Office Manager / Project Coordinator to run the office side of every job, from the day a quote is signed until the final payment is collected. This is the person who makes sure we never lose track of a job, a dollar or a material delivery.
What you will do
- Run day-to-day operations in Construct Easy: convert signed quotes into projects, keep the scope of work and schedule current, and make sure every job's status is accurate.
- Own materials ordering: build and place Lowe's Pro orders from each job's materials list, schedule deliveries and pickups, track receipts, handle returns and credits, and keep the Lowe's account clean.
- Track jobs: collect daily progress and hours from the crew, flag anything behind schedule or over budget, and give the owner a short daily summary.
- Invoicing and collections: issue invoices at each payment milestone, record client payments (Zelle, Venmo, check, card), send receipts, and follow up on open balances.
- Bookkeeping: collect and categorize every receipt to the right project, reconcile the Lowe's and bank statements, keep QuickBooks current, prepare crew hours for payroll, and work with our outside accountant.
- Vendors and compliance: subcontractor paperwork (W-9, insurance certificates, lien waivers), permits and inspection scheduling, vehicle and insurance renewals.
- Leads and clients: answer the office phone and texts, respond to new leads fast, schedule estimates and site visits, and keep client communication professional and documented.
What we need
- 2 years as an office manager, bookkeeper or project coordinator. Construction, trades or property management office experience is a strong plus.
- Real accounting experience: AP/AR, receipts, reconciliations, QuickBooks or similar. You are comfortable with numbers and you catch mistakes.
- Very organized and reliable. Nothing falls through the cracks on your watch, and you follow up without being reminded.
- Comfortable with technology and AI tools. Our whole operation runs on software. We expect you to learn our app fast and use AI to work smarter.
- Confident on the phone with vendors like Lowe's, with clients, and with subcontractors.
- Strong written English. Spanish is a plus (our crew is Spanish-speaking).
- Solid Google Workspace and Excel / Google Sheets skills.
Pay and details
- $23 to $27 per hour based on experience. Full-time W-2, 40 hours, Monday to Friday, in our Louisville, KY office.
- Room to grow: this role becomes the operations lead as the company grows.
How to apply
Apply on Indeed with your work history. In your message, tell us about a time you took a messy process and got it organized, and which tools you used.
Pay: $25.00 - $30.00 per hour
Expected hours: 40.0 per week
Work Location: In person
Salary : $23 - $27