Project Coordinator & Business Support Specialist (Construction)

Location / Employment Details

Location: Fully remote

Schedule: Full-time, 40 hours per week.

Hours: Full overlap with U.S. Eastern Time during onboarding. Once you're ramped up, a split schedule (live overlap in the U.S. morning, the rest async) is open for discussion.

Reports to: Founder & Principal

Engagement

Long-term, full-time contract role with room to grow as the company scales.

About the Company

We are a growing U.S.-based residential construction company building one-of-a-kind custom homes and high-end renovations across the Mid-Atlantic. Our founder brings nearly two decades of experience in high-end residential building, with deep roots in architect-led projects and long-standing relationships with the region's best craftsmen and artisans. We manage every project from preconstruction through final delivery, including feasibility and budgeting, architect coordination, permitting, trade coordination, and warranty and maintenance after move-in. Clients get full visibility into where their project stands, and every home is built on building-science principles so it lasts for decades. We're early, and we're building the company to be lean and tech-forward from day one, with remote talent and AI tools built into how we operate rather than added later.

About the Role

This role exists to take everything off the founder's desk that can be done on a computer, so he can stay focused on clients, architects, and the job site. Our first project is getting underway now, and the founder is still handling estimating, scheduling, email, vendor outreach, and admin on his own. You'll start as his right hand, running his inbox and calendar, coordinating with subcontractors and vendors, and keeping projects organized. As you learn the business, you'll take on more preconstruction work, including quantity takeoffs and estimating support, handed off piece by piece with hands-on training. Estimating experience is a plus, not a prerequisite. As the company adds site superintendents, this role becomes the field team's back-office support, handling coordination, documentation, and follow-up so they can focus on building. Along the way, you'll help document how the company runs, which lays the groundwork for automating workflows down the road.

Key Responsibilities

Executive Support

• Own the founder's inbox: triage, draft replies, and flag what needs his attention.
• Manage his calendar and schedule client, architect, vendor, and site meetings.
• Take notes on calls and track action items through to completion.
• Keep a running priority list and close loops without needing to be chased.

Project Coordination

• Coordinate with subcontractors, vendors, and suppliers on schedules, quotes, and deliveries.
• Build and maintain project schedules, updating them as things change.
• Track selections, RFIs, submittals, change orders, and permit status.
• Draft progress updates and client communications for the founder's review.
• Keep project files organized, including drawings, specs, contracts, photos, and invoices.
• Track warranty items after closeout and coordinate service visits with subs and manufacturers.

Preconstruction & Estimating Support (trained in phases)

• Perform quantity takeoffs and measurements from PDF plans.
• Request, track, and compare subcontractor and supplier bids.
• Build estimate spreadsheets and scope sheets for the founder's review.
• Maintain a pricing and vendor database that speeds up future estimates.

Back Office & Systems

• Track invoices, vendor payments, and budget versus actual on each project.
• Turn recurring tasks into written SOPs as processes are built.
• Help set up and maintain project management and file systems.
• Use AI tools to speed up drafting, research, and documentation, and flag work that could be automated.

Required Qualifications

• 2+ years in an executive assistant, project coordinator, or operations support role.
• Hands-on experience in construction, home building, remodeling, architecture, interior design, or a closely related field.
• Excellent written and spoken English, with the confidence to communicate directly with U.S. subcontractors, vendors, and clients.
• Proven ability to juggle many small, varied tasks at once without dropping follow-ups.
• Strong working skills in spreadsheets (Excel or Google Sheets) and PDF tools.
• Prior experience supporting a U.S.-based company or client remotely.
• Available to work U.S. Eastern hours during onboarding.

Preferred Qualifications

• Experience with a U.S. residential general contractor, custom home builder, or remodeler.
• Ability to read architectural and construction drawings.
• Exposure to quantity takeoffs or estimating, using Bluebeam, PlanSwift, or similar tools.
• Experience with construction management software such as Buildertrend, JobTread, CoConstruct, or Procore.
• A background or degree in architecture, interior design, civil engineering, or construction management.
• Daily use of AI tools like Claude or ChatGPT.
• Experience building workflows, dashboards, or automations is a strong plus.
• Familiarity with QuickBooks or basic job costing.
• Conversational Spanish, which helps when working with trade partners.

Ideal Candidate Profile

You are: Highly organized and proactive. You see what needs to happen next and handle it before you're asked. Comfortable with variety. One hour is scheduling, the next is chasing a sub's quote, the next is a takeoff, and you keep it all moving. Fluent in the language of construction. You know how a build comes together, or you've worked close enough to it to learn fast. A clear, confident communicator who represents the company well with clients, vendors, and trades. At home in an early-stage, founder-led business. Processes aren't fully written yet, and you're motivated to help build them. Tech-curious. You're always looking for a faster way to get things done, and AI tools are already part of how you work. Looking for a long-term role where your responsibilities grow as the company does.

Why Join Us

• Be the first hire. You'll shape how the company runs from its first project, not inherit someone else's systems.
• Learn custom homebuilding end to end.
• Work directly with a founder who has spent two decades on high-end, architect-led projects.
• Grow with the role. Your scope expands from executive support into project coordination, estimating, and supporting the full field team as it grows.
• Do meaningful work. These are one-of-a-kind homes built by the region's best craftsmen, and you'll help bring each one to life.