Administration Project Coordinator

THE OPPORTUNITY

Zero West House is a design-build firm creating premium custom homes along the California coast. We are a small, growing company where organized, detail-oriented people make a visible and immediate impact. We work out of a shared creative workspace in Newport Beach where the energy is collaborative and the work is genuinely interesting.

We are looking for a sharp, self-directed Administrative Project Coordinator to sit alongside our founder and become the operational backbone of the company. This is not a siloed admin role. You will be embedded in the business — owning project coordination, financial administration, scheduling, document management, and the systems that keep everything running.

If you are organized by nature, thrive in a fast-moving environment, communicate clearly, and want to grow with a company building something worth being part of — this is the right seat.

THE ROLE

You will work directly with the founder across five areas: project coordination, financial administration, scheduling and calendar management, document and compliance management, and operational systems.

Project Coordination

→  Manage and maintain JobTread — our primary project management system — as the single source of truth for all project information

→  Create and manage jobs, budgets, schedules, tasks, selections, documents, and files in JobTread

→  Track open items, approvals, deadlines, and follow-ups across all active projects

→  Coordinate with subcontractors, vendors, and suppliers — follow up on quotes, deliveries, invoices, and open items

→  Maintain procurement trackers for long-lead materials — windows, doors, stone, millwork, appliances, and specialty finishes

→  Track material orders and delivery timelines — flag anything at risk of affecting the project schedule

→  Schedule city inspections and coordinate with the superintendent ahead of each inspection

→  Track permit expiration dates and renewal requirements across all active projects

→  Support RFIs, change orders, and project closeout documentation

→  Keep projects moving by making sure details do not fall through the cracks

Financial Administration

→  Process and code expenses in JobTread and sync with QuickBooks Online

→  Collect, organize, and upload receipts, invoices, and project-related documents

→  Support accounts payable and accounts receivable — track what is owed and what is due

→  Assist with transaction processing and basic bookkeeping under monthly bookkeeper oversight

→  Maintain clean, accurate financial records and flag discrepancies early

→  Coordinate draw requests and documentation for lenders and investors

→  Liaise with our external bookkeeper for monthly review and reconciliation

Document Compliance Management

→  Collect and track signed lien waivers from every subcontractor and supplier on every project

→  Maintain the sub and vendor rolodex — keep contacts current and add new contacts as the network grows

→  Collect and track subcontractor insurance certificates — flag expirations before they lapse

→  Send contracts for signature, track execution status, and organize all signed documents

→  Maintain organized digital file systems for all project, financial, and legal documents

Scheduling Calendar Management

→  Own the founder's calendar — schedule meetings, calls, site visits, and appointments

→  Manage scheduling coordination with subcontractors, vendors, inspectors, and consultants

→  Maintain project schedules in JobTread and flag risks before they become problems

→  Prepare weekly priorities and agendas to keep the team focused on what matters most

Operational Systems Admin

→  Manage email — triage, draft responses, organize, and follow up on behalf of the founder where appropriate

→  Support job postings, applicant screening, interview scheduling, and basic HR coordination

→  Draft, send, and track communications with vendors, subcontractors, and partners

→  Identify gaps in systems and suggest better ways to keep operations running smoothly

→  Help build repeatable workflows, templates, and checklists as the company scales

WHO THIS IS FOR

This role is for someone who has already proven they can hold a lot of moving parts without dropping any of them.

→  An experienced administrative professional who has supported a founder or executive in a small company

→  Someone with a background in construction, real estate, design, or a related industry — or sharp enough to learn it fast

→  A detail-driven operator who takes full ownership and does not need to be managed

→  Someone who communicates clearly, follows through consistently, and treats every vendor and partner with professionalism

→  A person who finds genuine satisfaction in bringing order to complexity and keeping a high-performing team organized

WHAT WE ARE LOOKING FOR

→  3 years of experience in an administrative, project coordination, operations, or executive assistant role

→  Experience in construction, real estate, design-build, or a related industry strongly preferred

→  Strong financial administration skills — comfortable with QuickBooks Online, expense tracking, AP/AR, and basic bookkeeping

→  Familiarity with construction compliance — lien waivers, insurance certificates, permits — preferred

→  High proficiency in Google Workspace — Gmail, Google Drive, Google Calendar, Sheets

→  Experience with project management software — JobTread experience ideal but not required. We pay for and support your JobTread certification during onboarding.

→  Exceptional written communication — professional, clear, and concise

→  Highly organized with strong attention to detail and consistent follow-through

→  Able to work independently, manage competing priorities, and stay composed under pressure

→  Comfortable coordinating with vendors and subcontractors by phone and email

→  Must be based in or able to commute to Newport Beach, CA

COMPENSATION BENEFITS

→  Base salary: $60,000–$75,000 depending on experience

→  JobTread certification paid by ZWH — a genuine professional development investment

→  10 days PTO plus standard paid holidays

→  Direct access to the founder and real input into how the company operates and scales

→  Health insurance stipend under consideration as the company grows

WHY ZERO WEST HOUSE

Zero West House is not a large construction company with layers of management and bureaucracy. We are a design-driven firm building exceptional homes on the California coast — and we are in the early stages of something worth being part of.

The person who takes this role will have direct access to the founder, real ownership over their area of the business, and the opportunity to grow alongside a company that values quality, clarity, and craft. If you make the people around you more effective and find meaning in building something from the ground up — we want to meet you.

About Zero West House

Zero West House is a creatively driven design-build firm specializing in premium Southern California style homes built near the coast. We form it, design it, and build it — one team, one vision, from first sketch to completed build. Where the soul lives.

zerowesthouse.com

Zero West House, Inc. is an Equal Opportunity Employer. We consider all qualified applicants without regard to protected status. We will consider qualified applicants with criminal histories in a manner consistent with applicable California and local Fair Chance laws.