Operations & Scheduling Coordinator

Job Title: Operations & Scheduling Coordinator

Job Code: [KD-AFSOSC 1]

Position Type: Full-time

Working hours: 8:00 AM - 5:00 PM Eastern Daylight Time, Monday - Friday

About Our Client

Our client is seeking a highly organized and detail-oriented Operations & Scheduling Coordinator to support their fast-paced Production Department. In this role, you will ensure construction projects are “production-ready” by coordinating schedules, reviewing job files, and communicating logistics with clients, crews, and vendors. Your ability to proactively identify issues and maintain a fluid schedule is critical to the success of their operations.

Key Responsibilities:

• Project Readiness Review: Evaluate each job using our “Vet for Production” checklist toconfirm all materials, approvals, and documentation are in place.
• Scheduling Coordination: Arrange project start dates with clients, field crews, and delivery vendors, ensuring smooth and timely execution.
• Logistics Management: Communicate site prep requirements, delivery windows, material drop details, and access instructions to all stakeholders.
• Status Tracking: Update job statuses and detailed notes in the CRM, ensuring the team is always up to date on project progress.
• Issue Flagging: Promptly alert the team of any job delays caused by missing materials, pending approvals, weather, or other external factors.

Requirements:
• Minimum 1 year of experience in project coordination, scheduling, or administrative roles, preferably in U.S.-based construction, insurance, or service industries.
• Proven experience managing multiple projects and coordinating schedules across diverse teams.
• Strong communication skills with the ability to liaise professionally with clients, vendors, and internal teams.
• Proficient in task management tools, spreadsheets, and Google Calendar.
• Adept at prioritizing tasks and working independently in a remote environment.
• Familiarity with construction or insurance-based project workflows.
• Experience using CRM systems and vetting documentation for operational readiness.

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

Benefits:
• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• Top 1% VA Performance Training: Access to proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.