Part-Time Operations Coordinator: Join a Growing Family Biz!

Job Title: Operations Coordinator

Reports to: Owner...

Pay Range: $22.00 to $26.00 per hour DOE

FT/PT: Part Time

Job Posted Until: 09/30/2024 or until filled

Who We Are

Beams to Basements Contractors is a locally-owned, husband and wife-operated, family business providing home improvement services across the West Denver suburbs. At Beams to Basements Contractors, our mission is to exceed homeowners' expectations with exceptional craftsmanship, attention to details, and seamless communication, delivering stunning results in every project. As members of the Arvada Chamber of Commerce and community, we are committed to ethical business practices.

As we grow and take on more complex renovation and remodeling projects, we??re seeking a part time Operations Coordinator with outstanding customer service and administrative skills to keep our projects on track and our customers informed and happy. Are you an organized problem solver who can deliver top-tier service to homeowners and subcontractors? If so, check out the details of this position:

Position Overview

This key role is responsible for managing all project details with clear, accurate, and timely communication. The part time position ensures the smooth coordination of complex, interdependent schedules involving multiple parties in Beams to Basements Contractors?? projects. The ideal candidate will develop efficient scheduling processes that adapt quickly to changes. While construction experience is a bonus, it is not required.

This job will start at 20-30 hours/week with the potential to grow into a full time position. Some tasks must be completed during regular work hours, such as communicating with building departments, businesses, and homeowners. Other tasks, like calculating estimates and drafting contracts, can be done outside of traditional work hours. This is a work from home position, however, initial training will be conducted on-site at our Arvada home office. We expect this person to be working primarily from their own home office in the Denver metro area within a month of their start date. (A home office should have reliable internet and a place to make professional phone calls without excessive background noise.)

Key Responsibilities
?? Schedule and reschedule appointments.
?? Generate and track project documents, including estimates, contracts, invoices, change orders, plans, photos, permits, and project updates.
?? Manage project details such as timelines, budgets, materials lists, and scopes of work.
?? Research ownership records and building jurisdiction licensing and permitting requirements.
?? Handle Accounts Payable and Accounts Receivable in QuickBooks.

Duties
?? Coordinate project details with owners, subcontractors, homeowners, vendors, and building jurisdictions.
?? Schedule site visits, deliveries, labor tasks, and inspections.
?? Request cost information from general contractors, subcontractors, and vendors.
?? Calculate and send estimates and invoices.
?? Draft contracts (using lawyer-provided templates), change orders, project updates, and environmental testing agreements.
?? Send and receive documents via DocuSign and email.
?? Complete and submit contractor licensing/registration and permit applications.
?? Research requirements for local building jurisdictions and maintain database.
?? Input homeowner information into the Customer Relationship Management system; export mailing lists for email and mail marketing campaigns.
?? Use customized ClickUp project management software for task management and time tracking.
?? Create bid and project workspaces in ClickUp and photo management in CompanyCam.
?? Request, receive, send, and track payments and receipts.
?? Order materials and maintain inventory.
?? Communicate effectively by phone.
?? Maintain subscriptions for software and services; ensure current insurance and license records from subcontractors.

Required Competencies
?? Strong time management and prioritization skills.
?? Flexibility to adapt to frequent changes in project timelines and details.
?? Clear and effective verbal and written communication.
?? Exceptional organizational skills and attention to detail.
?? Friendly and professional customer service.
?? Positive, innovative mindset with problem-solving abilities.
?? Proficiency in math.
?? Technological proficiency, including Google Workspace (Gmail, Docs, Sheets, Forms, Calendar), QuickBooks, DocuSign, ClickUp, CompanyCam, Calendly, Zapier, Twilio, Carbonite (cloud backup), Malware/anti-virus software, and WordPress. Must be comfortable learning new technologies independently and recommending technological solutions.
?? Bondable.

Education & Experience
?? High school diploma.
?? 2-4 years of related experience.

Physical Requirements
?? Prolonged periods of sitting at a desk and working at a computer.
?? Must be able to lift up to 15 pounds at times.

Pay & Benefits
?? Expected pay range: $22.00 to $26.00 per hour DOE.
?? PTO for personal, sick, and vacation paid time off.
?? Flexible work hours.
?? Remote work after training period.
?? Family and community-oriented work environment.
?? Influence our company culture and play a crucial role in building the foundations of our team as our first employee!

How to Apply

Do NOT apply via LinkedIn. Please email a cover letter and resume as PDFs, detailing your relevant experience, to [email protected] with the subject line: Operations Coordinator. No phone calls, please. We look forward to reviewing your application! We're accepting applications until the position is filled or September 30, 2024

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