Remote Project Coordinator

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Job Title: Remote Project Coordinator ( 100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary : $2,000 – $2,500 USD/month base salary (commensurate with experience)

Schedule: Monday – Friday, 7:30 AM – 4:30 PM US Eastern Time / ET

About Our Client

Our Client is a premier design center and interior finish solutions provider based in Tampa, Florida, specializing in high-end flooring, cabinetry, countertops, and residential/commercial installation services. Serving home builders, general contractors, and private homeowners, our client manages complex installation projects that demand tight trade coordination, precise scheduling, and seamless material staging. Built on a culture of operational accountability, real-time status visibility, proactive field communication, and high customer service standards, our client offers a dynamic remote environment where project coordination directly drives job readiness, client satisfaction, and trade efficiency.

Job Overview

Our Client is seeking a organized, bilingual, and proactive Remote Project Coordinator to own the operational coordination, calendar dispatching, and administrative follow-through for installation projects from sales order approval through final service closure. Reporting to the Operations Manager and working closely with field Project Managers (PMs), Sales, Warehouse, and installer crews, this team member serves as the central operational hub. Utilizing NetSuite ERP and RingCentral, the Project Coordinator maintains master schedules, conducts daily installer check-ins, coordinates warehouse pick requests, tracks job site readiness, and documents field progress in real time.

Key Responsabilities

Order Intake & Installation Scheduling

- Conducts twice-daily reviews of newly approved sales orders, verifying project scope, labor lines, approved finish selections, architectural plans, site access details, and target completion dates.

- Establishes project communication channels, introduces the project team to builders and clients, and identifies missing prerequisites or approvals prior to making schedule commitments.

- Owns and maintains the master installation calendar in NetSuite—assigning installation crews, estimating job durations, setting task dependencies, and verifying site readiness before issuing confirmed dates.

- Proactively identifies scheduling conflicts, trade delays, and crew capacity issues, proposing recovery options and escalating critical delays to PMs.

Daily Field Follow-Up & Stakeholder Communication

- Conducts structured daily progress check-ins with active installers by 2:00 PM EST, capturing completion percentages, site photos, material shortages, and next-day labor requirements.

- Logs clear job notes, photo documentation, project blockers, and next-action dates directly in NetSuite records and RingCentral project channels.

- Keeps builders, home buyers, Sales leads, and field PMs informed with timely progress updates, handling high call and email volumes with professional customer-service judgment.

- Coordinates warranty claims, callbacks, and punch-list service requests through established operations workflows until fully resolved.

Material Flow & Warehouse Logistics

- Coordinates material availability with Purchasing and Warehouse teams, verifying item quantities, staging statuses, and delivery ETAs prior to dispatching installation crews.

- Submits complete next-day warehouse pick requests by 3:00 PM EST, managing urgent exceptions and communicating staging shifts to affected field teams.

- Routes material additions, product substitutions, or potential cost adjustments through required PM and Sales Manager approval workflows before ordering.

- Tracks Cash & Carry orders through customer notification, pickup scheduling, documentation, and final system closure.

Work Order Auditing, Cost Controls & Escalation

- Audits work orders prior to crew dispatch for correct scope, material lines, job site access, and required approvals; reconciles returned work orders upon job completion.

- Gathers field progress data for PM inspections, documenting material defects, job site damages, and customer concerns on the same business day.

- Flags labor overruns, unauthorized field work, repeat job trips, and invoice discrepancies for PM/Operations review, ensuring no unapproved scope changes are promised to customers or installers.

- Maintains actionable system queues for unscheduled jobs, unconfirmed ETAs, missing materials, and open service items to drive continuous process improvement.

Required Qualifications

- Construction & Trade Coordination Experience: 2–4+ years of experience coordinating time-sensitive jobs, installation crews, trade logistics, or field service operations (preferably within construction, flooring, cabinetry, countertops, or building materials).

- Bilingual English & Spanish Communication: Fluent professional written and spoken English, paired with functional spoken Spanish to conduct daily phone calls and technical check-ins with Spanish-speaking installation crews (Portuguese proficiency is a strong plus).

- Multi-Tasking & High Volume Management: Exceptional organizational skills to manage high call/email volume, frequent schedule changes, and detailed administrative recordkeeping without letting tasks drop.

- Software & ERP Proficiency: Functional proficiency with cloud-based CRM/ERP systems, shared calendars, and communication tools (prior experience with NetSuite, RingCentral, or construction scheduling software is strongly preferred).

- Customer Service & Conflict Resolution: Sound customer-service judgment to handle job delays, builder complaints, and conflicting priorities calmly and professionally.

- Schedule Alignment: Full commitment to work standard US business hours (Monday – Friday, 7:30 AM – 4:30 PM ET).

- Remote Workspace Infrastructure: High-performance personal workstation, HD webcam, noise-canceling headset, and enterprise-grade high-speed internet connection in a quiet home office.

Preferred Qualifications

- Direct experience operating within NetSuite ERP (scheduling modules, work orders, inventory allocations).

- Background working for a interior design center, specialty subcontractor, or high-volume residential home builder.

Application Disclaimer: Please Read Before Proceeding
To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

Video Recording is REQUIRED Your application CANNOT be considered without a voice or video recording. It must be at least 30 seconds long and in English . Submissions in any other language or missing a recording will be automatically disqualified .

Mandatory Knockout Questions Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer "NO" to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role. Please note that the citizenship question is also a knockout if you answer "YES" as we are only able to hire Latin American talent based in Latin America.

Apply Wisely To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications . Applying to roles you dont qualify for will not improve your chances and may affect future applications.

Check Your SPAM Folder All important updates will be sent via email, so be sure to check your inbox and spam/junk folders to avoid missing any communication.
We appreciate your interest and look forward to reviewing your application!