Operations Associate/Coordinator

This is a remote position.

We are looking for an Operations Associate/Coordinator to join their team. Our client is a fast-growing property maintenance and operations platform that has built a reputation for connecting clients with vetted vendors and delivering end-to-end job management with speed and precision. This is a full-time, 100% remote opportunity for a highly organized, phone-first coordinator ready to own the full lifecycle of a maintenance job, from the first inbound ticket to the final closed invoice.

Responsibilities

The Operations Associate/Coordinator will be responsible for managing maintenance jobs from start to finish, serving as the key point of contact between clients, vendors, and internal teams. Specific responsibilities include:

• Receiving and triaging inbound client tickets; classifying each by trade, urgency, and scope; confirming site contacts and access details; and flagging emergency situations to the dispatch team
• Proactively sourcing vendors through outbound cold calls, asking commercial qualification questions early in the conversation, sharing job photos during calls, and verbally confirming receipt
• Coordinating and booking site visits with both vendors and site contacts; stacking offset visits on the same day for non-emergency multi-bid jobs; and reconfirming all appointments 24 hours in advance
• Driving the quoting process by pursuing remote quotes where feasible, negotiating against ballpark estimates, aligning comparable bids, and documenting all scope assumptions in writing
• Collecting and verifying required documentation — including W9s, Certificates of Insurance (COI), and signed quotes — prior to scheduling any work; ensuring COIs correctly name the appropriate parties; and following up on missing items the same day
• Overseeing work execution by holding vendors accountable to agreed scope and timelines, coordinating on-site access, resolving scope changes before additional work begins, and keeping clients informed throughout
• Confirming job completion through photos and site sign-off; reconciling the original scope against the final invoice; and routing any punch-list items back to the vendor before closing out the job
• Approving and submitting vendor invoices, following up on client approvals, resolving billing discrepancies, and closing jobs in the system with a complete and clean paper trail

Requirements

• Proven ability to manage multiple active threads simultaneously across voice, SMS, and email — comfortable with 10–30 open conversations at any given time
• Experience in cold calling, vendor coordination, or operations roles where phone communication is the primary channel
• Strong negotiation skills with the ability to make cost-vs-speed tradeoffs under pressure
• Strict documentation discipline — treating compliance paperwork as non-negotiable before work begins
• Ability to remain calm and focused in fast-paced, high-volume environments
• Professional-level written and spoken English
• Spanish proficiency is a strong plus

Qualifications

• Background in operations coordination, facilities management, field service coordination, or a related field
• Experience in a client-facing or vendor-facing coordination role
• Familiarity with trade industries such as roofing, plumbing, HVAC, electrical, locksmith, or general contracting is a plus but not required
• Comfortable working independently in a fully remote environment while managing time-sensitive priorities

Benefits