Project Operations Coordinator

Project Operations Coordinator

The Project Operations Coordinator is the operational command center of company projects. You are the person who keeps all parts aligned between field superintendents, subcontractors & vendors, internal leadership, accounting & compliance, and digital systems (Smartsheet, Monday, Google Drive). The job requires high urgency, strong follow-through, and excellent organizational discipline. You will lead internal project meetings, follow up on every action item, manage schedules and deliveries, organize project folders, qualify vendors, generate work orders, and ensure the field has what it needs to build. This is not a typical admin job, it is a high-responsibility, high-initiative operations role in a construction environment.

Key Responsibilities

1. Project Coordination & Communication

• Run weekly internal project meetings and produce clear action item summaries.
• Maintain daily communication with subcontractors, vendors, inspectors, and field staff.
• Schedule mobilizations, deliveries, inspections, and subcontractor start dates.
• Follow up relentlessly until tasks are completed.
• Support the CEO and Project Director with project updates and risk alerts.

2. Systems & Documentation (Smartsheet / Monday / Google Workspace)

• Maintain all project trackers, schedules, submittal logs, and procurement logs.
• Keep all Google Drive project folders organized, clean, and up to date.
• Update status boards, punch lists, and priority dashboards regularly.
• Assist in building automation, templates, and checklists for repeatable workflows.

3. Procurement & Vendor Management

• Track all equipment and material orders from quote → PO → delivery.
• Call national vendors in English to coordinate lead times and shipment updates.
• Assist with subcontractor onboarding and qualification (COIs, licensing, W9s).
• Communicate directly with Victoria for PO numbers, invoices, and compliance.
• Prepare work orders, purchase orders, and subcontractor work authorizations.

4. Field Support & Daily Operations

• Gather field updates, daily photos, and status reports from superintendents.
• Ensure field teams have correct drawings, files, and instructions.
• Track change order requests and gather the details needed for pricing.
• Coordinate solutions to field issues by routing tasks to the right subs/vendors.
• Maintain a real-time understanding of what is happening onsite.

5. Pre-Construction Support

• Assist with vendor bidding, quote collection, and scope alignment.
• Manage the early-stage organizational setup of new projects:
• Folder structure
• Subcontractor list
• Project schedule
• Vendor list
• Compliance tracking
• Assist in building Smartsheet or Monday project templates.

Required Skills & Experience

Must-Have

• Fluent Spanish + Advanced English (comfortable calling US-based vendors).
• Experience coordinating projects in construction, engineering, manufacturing, or a similar field.
• Strong familiarity with Smartsheet, Monday.com, ClickUp, Asana, or other PM tools.
• Excellent written and verbal communication.
• Obsessed with organization, follow-up, and documentation accuracy.
• Able to manage multiple projects and deadlines simultaneously.
• Ability to work independently, proactively, and with disciplined time management.

Bonus Skills

• Ability to read construction drawings (basic proficiency).
• Experience with purchase orders, work orders, or subcontractor documentation.
• Familiarity with Google Drive management, naming conventions, and documentation control.
• Experience supporting PMs or superintendents in construction operations.
• Basic spreadsheet/report creation (Google Sheets or Excel).
• Talent for improving systems, workflows, and automation.

What Success Looks Like

Within 3 months, you should:

• Run internal project meetings independently.
• Keep all trackers updated without reminders.
• Maintain full visibility of deliveries, orders, and scheduling.
• Maintain clean, standardized project folders for every job.
• Become the main follow-up point for subs and vendors.
• Reduce delays by anticipating issues before they happen.
• Keep Victoria fully aligned on invoices, documentation, and vendor compliance.
• Support the field with drawings, info, and rapid communication.

Outcome: Projects move faster, smoother, with fewer mistakes — because of you.

InsoCo Values For This Role

• Extreme Ownership – You take responsibility and follow through 100%.
• Speed + Precision – Fast execution without sacrificing quality.
• Clarity in Communication – Direct, organized, proactive updates.
• High Standards – You care about excellence in details.
• Solution-Driven – No excuses. Only results.