Operations & Project Coordinator
2 days ago
Scarsdale
Job Description Have you ever supported a fast-moving owner, contractor, executive, or small business? Please describe the role and the systems you used to keep them organized. A growing high-end construction and building company looking for a highly organized, steady, detail-oriented Operations & Project Coordinator to work directly with the owner. This is not a basic assistant role. This is an empire-builder position for someone who wants to get in early, help install systems, clean up business operations, organize the day-to-day flow, and grow into a major operational role over time. The owner is talented, direct, busy, and constantly moving between clients, job sites, proposals, subcontractors, vendors, and business decisions. The right person will help make the owner’s life more static-free by creating structure, tracking details, following up consistently, and keeping the business moving. Over time, the goal is for this person to become the owner’s true right hand, first point of contact, and eventual Operations Officer. What You’ll Do This role will begin with hands-on operational support, including: • Managing calendar, scheduling, and appointment coordination, • Maintaining a central task list and follow-up system, • Tracking proposals, open opportunities, and next steps, • Organizing project photos, files, notes, and documentation, • Helping coordinate client, vendor, and subcontractor communication, • Supporting billing, invoices, receipts, bookkeeping coordination, and payment tracking, • Helping organize marketing and social media content, • Coordinating project updates, client communication, and administrative follow-through, • Helping create simple systems so fewer details live only in the owner’s head Long-Term Growth Opportunity This role is designed to grow. At first, the focus will be on organizing, tracking, coordinating, and cleaning up the day-to-day flow of the business. Over time, the right person can grow into ownership of major business functions, including: • Operations management, • Client communication flow, • Proposal and pipeline tracking, • Project administration, • Bookkeeping coordination, • Marketing and social media coordination, • Office systems, • Vendor/subcontractor communication, • First point of contact responsibilities, • Operations Officer responsibilities Ideal Candidate The ideal person is: • Highly organized, • Steady and reliable, • Detail-oriented, • Calm under pressure, • Comfortable with direct communication, • Good at follow-up, • Able to manage multiple open items, • Comfortable working with a fast-moving owner, • Trustworthy with financial, client, and business information, • Able to ask clarifying questions, • Able to push back respectfully when needed, • Interested in growing into a larger operational leadership role Helpful Backgrounds Experience in any of the following areas could be a strong fit: • Construction administration, • Project coordination, • Small business operations, • Executive assistant / owner support, • Real estate transaction coordination, • Property management, • Interior design or architecture office support, • Bookkeeping support, • Marketing or social media coordination, • Scheduling or office management, • Vendor or subcontractor coordination Construction experience is helpful, but not required if you are highly organized, steady, detail-oriented, and willing to learn. This Role Is Not For Someone Who • Needs a fully structured corporate environment, • Dislikes changing priorities, • Avoids follow-up, • Is uncomfortable with details, • Takes direct communication personally, • Wants only a narrow task-based assistant role, • Needs to be the center of attention, • Is uncomfortable helping build systems from the ground up What Success Looks Like After 30–90 days, success means: • The owner’s calendar is more organized, • A central task list exists and is maintained, • Proposals are tracked and followed up on, • Project photos, files, and documents are organized, • Billing, invoices, receipts, and payment information are easier to track, • Marketing/social media materials are being collected and organized, • The owner is carrying fewer details alone, • The business has a clearer daily and weekly operating rhythm Compensation Compensation will depend on experience, schedule, and scope of responsibility. This role may begin part-time or full-time depending on fit and business needs, with the opportunity to grow into a larger leadership role. How to Apply Please submit your resume and a short note answering the following: • Have you ever supported a fast-moving owner, executive, contractor, or small business? If yes, what did you do?, • What system do you use to make sure details do not fall through the cracks?, • How do you handle direct communication and changing priorities?, • Why are you interested in growing into a larger operations role over time?