Job description
This is a remote position.
We are looking for an Operations Associate/Coordinator to join their team. Our client is a fast-growing property maintenance and operations platform that has built a reputation for connecting clients with vetted vendors and delivering end-to-end job management with speed and precision. This is a full-time, 100% remote opportunity for a highly organized, phone-first coordinator ready to own the full lifecycle of a maintenance job, from the first inbound ticket to the final closed invoice.
Responsibilities
The Operations Associate/Coordinator will be responsible for managing maintenance jobs from start to finish, serving as the key point of contact between clients, vendors, and internal teams. Specific responsibilities include:
Receiving and triaging inbound client tickets; classifying each by trade, urgency, and scope; confirming site contacts and access details; and flagging emergency situations to the dispatch team
Proactively sourcing vendors through outbound cold calls, asking commercial qualification questions early in the conversation, sharing job photos during calls, and verbally confirming receipt
Coordinating and booking site visits with both vendors and site contacts; stacking offset visits on the same day for non-emergency multi-bid jobs; and reconfirming all appointments 24 hours in advance
Driving the quoting process by pursuing remote quotes where feasible, negotiating against ballpark estimates, aligning comparable bids, and documenting all scope assumptions in writing
Collecting and verifying required documentation — including W9s, Certificates of Insurance (COI), and signed quotes — prior to scheduling any work; ensuring COIs correctly name the appropriate parties; and following up on missing items the same day
Overseeing work execution by holding vendors accountable to agreed scope and timelines, coordinating on-site access, resolving scope changes before additional work begins, and keeping clients informed throughout
Confirming job completion through photos and site sign-off; reconciling the original scope against the final invoice; and routing any punch-list items back to the vendor before closing out the job
Approving and submitting vendor invoices, following up on client approvals, resolving billing discrepancies, and closing jobs in the system with a complete and clean paper trail
Requirements
Proven ability to manage multiple active threads simultaneously across voice, SMS, and email — comfortable with 10–30 open conversations at any given time
Experience in cold calling, vendor coordination, or operations roles where phone communication is the primary channel
Strong negotiation skills with the ability to make cost-vs-speed tradeoffs under pressure
Strict documentation discipline — treating compliance paperwork as non-negotiable before work begins
Ability to remain calm and focused in fast-paced, high-volume environments
Professional-level written and spoken English
Spanish proficiency is a strong plus
Qualifications
Background in operations coordination, facilities management, field service coordination, or a related field
Experience in a client-facing or vendor-facing coordination role
Familiarity with trade industries such as roofing, plumbing, HVAC, electrical, locksmith, or general contracting is a plus but not required
Comfortable working independently in a fully remote environment while managing time-sensitive priorities
Benefits
Full-time position
100% remote — work from anywhere in LATAM
Opportunity to be part of a growing operations platform with a clear structure and real impact
Collaborative team environment working alongside dispatchers, finance, vendor success, and operations leadership
Exposure to a fast-paced, U.S.-based operations model with strong systems and processes
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.