Job Description
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Title: CPT-11526 Construction Project Operations Coordinator
Independent Contractor – CPT-11526 Construction Project Operations Coordinator/Business Support VA/Senior-Advanced Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
A New York-based energy-efficiency and retrofit construction company is seeking a full-time Construction Project Operations Coordinator to help manage projects through the company’s internal workflow and New York State program requirements.
This position will focus on project-by-project tracking, work-order coordination, documentation review, task management, state-system submissions, CRM accuracy, and final project closeout for payment.
The ideal candidate will have a strong operations or project coordination background, with construction experience highly preferred because the role requires understanding project status, contracts, scopes of work, and supporting documentation.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Project Tracking & Coordination
- Review active projects individually to determine current status and next steps
- Identify projects that are delayed or missing required actions
- Review project notes, contracts, approvals, and supporting information
- Generate tasks for internal team members
- Monitor outstanding assignments and follow up when work is falling behind
- Maintain visibility into the progress of projects across the team
- Escalate issues requiring management involvement
Work Order & Scheduling Support
- Create work orders once projects reach the appropriate stage
- Coordinate scheduling of approved construction work
- Confirm required documentation is complete before projects move forward
- Track signed contracts, pre-work requirements, and other project milestones
- Assist with recurring coordination between office staff and project teams
State Program & Submission Support
- Enter and update project information within the New York State program platform
- Learn and follow required state processing procedures
- Ensure information submitted to the state matches internal CRM records
- Review completed projects for required closeout documents
- Organize photos, completion documentation, customer attestations, and other required materials
- Submit completed project information for state review and payment
- Track submissions until issues or corrections are resolved
CRM & Documentation
- Maintain accurate project information in Zoho CRM
- Ensure CRM records align with state-system information
- Review contracts and supporting documents for completeness
- Maintain detailed project notes
- Track missing or incomplete information
- Keep project files and documentation organized
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Previous project coordination, operations, or project-management experience required
- Construction or home-services experience strongly preferred
- Experience reviewing contracts, scopes, work orders, or project documentation strongly preferred
- CRM experience required
- Strong documentation and data-entry skills
- Experience tracking multiple active projects simultaneously
- Government-program, utility, energy-efficiency, or regulated-workflow experience is a plus
- Strong written and spoken English required
- Construction administration or project closeout experience is a strong plus
IDEAL CANDIDATE PROFILE
- Strong project-management and coordination skills
- Highly organized and detail-oriented
- Comfortable reviewing contracts and construction documentation
- Able to understand project status and determine logical next steps
- Strong task-management and follow-up ability
- Comfortable coordinating work across multiple team members
- Reliable and process-driven
- Able to identify discrepancies rather than simply entering data
- Comfortable learning detailed government-program requirements
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Zoho CRM
- New York State Program Platform – Client Training Provided
- Microsoft Excel / Google Sheets
- Microsoft Office / Google Workspace
- Document & File Management Platforms
Work Schedule
- Contracted Hours per Week: 40 Hours
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: 9:00 AM – 5:00 PM EST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Senior and Advanced Level
- Contracted Hours per Week: 40 hours/week
- Daily Working Time: 9:00 AM – 5:00 PM EST
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Level A-B (Native or Near-Native English Accent Required)
- REGION PREFERENCES: Any
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
