Client Operations Coordinator — US Architecture and Construction Firm

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: TYPE OF WORK

Full Time

: SALARY

$2 - $3 / hr

: HOURS PER WEEK

48

: DATE UPDATED

Mar 21, 2026

JOB OVERVIEW

Client Operations Coordinator — US Architecture & Construction Firm (Include the word BLUEPRINT in your subject line)

We are a US-based architecture and construction firm in Santa Monica, California looking for a sharp, reliable Client Operations Coordinator to be the voice and operational backbone of our company. You will be the primary point of contact for clients, subcontractors, and vendors — so a clear, confident American accent and professional phone presence are non-negotiable.

This is a full-time remote role with real responsibility. You will coordinate across two businesses (architecture and construction), manage day-to-day operations, coordinate active construction projects, and keep everything running so the principal can focus on design and business development. This is not a virtual assistant role — this is the person who runs the office.

What You'll Do
Office & Client Operations:
- Answer and make phone calls as the office using a US phone number (Google Voice)
- Communicate with clients: scheduling, updates, issue resolution
- Accounts receivable: track invoices, follow up on payments, call until paid
- Accounts payable: process contractor and vendor invoices, track what's owed, prepare payments for approval
- Email triage: flag urgent items, handle routine communication, keep things moving
- Calendar management: schedule meetings, coordinate availability
- Review team timesheets (Hubstaff), track attendance and hours
- Deliver a daily morning briefing and weekly operations report
- Oversee and coordinate with other tea ---------- mbers (Operations VA, Bookkeeper, Permits VA)

Construction Project Coordination (2–3 Active Jobsites):
- Call and follow up with US subcontractors — get bids, confirm schedules, chase deliverables
- Track project timelines and flag delays before they become problems
- Coordinate between subs, engineers, inspectors, and the principal
- Collect lien waivers from subcontractors before payments are released — chase until you have them all
- Collect vendor documentation: insurance certs, lien waivers, W-9s
- Follow up with building departments on permits, inspections, and plan check status

What We're Looking For:
- Clear, confident American accent — you will be on the phone with US clients and subcontractors daily
- BPO, call center, or client-facing operations background strongly preferred
- Experience as a team leader, supervisor, account manager, or operations coordinator
- Not afraid to pick up the phone and chase people — subcontractors, building departments, clients who owe money
- Highly organized, detail-oriented, and proactive — you anticipate problems before they happen
- Strong written and spoken English
- Comfortable managing multiple priorities across two businesses
- Tech-savvy: Google Workspace, ---------- , Hubstaff — you pick up new tools fast
- Construction or architecture industry experience is a big plus but not required — what matters is that you can learn fast and aren't intimidated by the industry

Work Details:
- Full-time, remote, work from home
- Must be available during US Pacific Time business hours
- Payment via Wise (USD, monthly invoicing)
- Time tracking via Hubstaff is required — this is non-negotiable
- Communication via Google Chat (primary) and ---------- (screen sharing during working hours)

To Apply — Read This Carefully
1. Include the word BLUEPRINT in your email subject line. Applications without this word will not be reviewed.
Attach your resume.
2. Record a short Loom video (2–3 minutes, camera ON, no script). In the video, tell us: Who are you? Why are you a great fit for this role? Give an example of a time you managed a difficult client or operational situation.
3. Confirm that you understand and accept time tracking via Hubstaff during all working hours.
4. Confirm you have a Wise account or are willing to set one up for payment.
5. Confirm you are available for live screen sharing on ---------- during working hours.

Applications that do not follow these instructions will not be considered. We are looking for someone who pays attention to detail — this application is your first test.

SKILL REQUIREMENT

Customer Support Phone Support Virtual Assistant

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Client Operations Coordinator — US Architecture and Construction Firm

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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