Operations & Office Coordinator

We are a growing residential and commercial painting company managing multiple active projects and subcontractor crews. We are seeking a dependable, experienced Operations & Office Coordinator to take ownership of daily job coordination and office operations.

This role works closely with the owner, estimator/project manager, superintendent, accounting, and subcontractors to keep projects organized, scheduled, and moving forward.

Job Summary

This is not an entry-level administrative role.

The Operations & Office Coordinator will take over much of the day-to-day operational coordination currently handled by the owner. You will be the central point of communication between the office, field, customers, and subcontractors.

Key Responsibilities

Daily Operations

• Answer incoming calls and handle customer communication related to scheduling and logistics
• Schedule estimates and painting jobs
• Maintain accurate job schedules and production calendars
• Coordinate daily with the superintendent on job status and crew needs
• Ensure jobs are fully ready prior to start (materials, subcontractors, paperwork)

Job & Project Coordination

• Track job status from scheduled → in progress → completed
• Confirm materials have been ordered and delivered
• Coordinate subcontractor schedules and required documentation
• Track signed contracts and approved change orders

Office & Process Support

• Prepare job packets and internal documentation
• Confirm job completion and trigger invoicing (invoices sent by accounting)
• Identify scheduling or job issues early and escalate proactively
• Keep internal systems, calendars, and job records up to date

This Role Does NOT Include

• Pricing or estimating
• Accounting, invoicing, payroll, or reconciliations
• Passive "assistant" work with constant direction

Qualifications

• 3 years experience in a contractor, construction, or trades-based office
• Strong organizational and multitasking skills
• Confident communicator with customers, crews, and subcontractors
• Able to make day-to-day operational decisions independently
• Comfortable working in a fast-paced environment
• Reliable in-office availability required

Painting, construction, or subcontractor coordination experience is a strong plus.

Why This Role Is Important

This position directly improves:

• Scheduling efficiency
• Job readiness
• Internal communication
• Owner workload and focus

There is opportunity to grow into an Office Manager role as the company continues to expand.

Compensation & Benefits

• $24 /hour depending on experience
• Full-time, stable position
• Opportunity for long-term growth
• Hands-on role with real responsibility

How to Apply

Please submit your resume and include a brief note describing your experience working in a contractor or construction office.

Job Type: Full-time

Pay: $ $27.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Application Question(s):

• Have you coordinated schedules for multiple jobs or crews at the same time?
• Are you comfortable communicating directly with customers and subcontractors by phone and email?

Education:

• High school or equivalent (Preferred)

Experience:

• Contractor or construction office: 3 years (Required)

Language:

• Spanish (Preferred)

Ability to Commute:

• Kensington, MD Required)

Work Location: In person

Salary : $24 - $27