Operations Associate/Coordinator

This is a fully remote position, open to applicants in Latin America.

📋 Description

• Overseeing maintenance tasks from initiation to completion, acting as the primary liaison among clients, vendors, and internal teams.

• Receiving and prioritizing incoming client requests; categorizing each by trade, urgency, and scope; verifying site contacts and access information; and alerting the dispatch team to emergencies.

• Actively seeking vendors through outbound cold calls, posing commercial qualification questions early in discussions, sharing job images during calls, and verbally confirming receipt.

• Arranging and scheduling site visits with both vendors and site contacts; consolidating non-emergency multi-bid jobs on the same day; and reconfirming all appointments 24 hours in advance.

• Leading the quoting process by seeking remote quotes when possible, negotiating against preliminary estimates, aligning similar bids, and documenting all scope assumptions in writing.

• Gathering and validating required documentation — including W9s, Certificates of Insurance (COI), and signed quotes — before scheduling any work; ensuring COIs accurately name the relevant parties; and following up on missing items the same day.

• Supervising work execution by ensuring vendors adhere to agreed scope and timelines, coordinating on-site access, resolving scope changes before additional work commences, and keeping clients updated throughout.

• Verifying job completion through photographs and site sign-offs; reconciling the original scope with the final invoice; and directing any punch-list items back to the vendor prior to job closure.

• Approving and submitting vendor invoices, following up on client approvals, addressing billing discrepancies, and finalizing jobs in the system with a complete and organized paper trail.

⛳️ Requirements

• Demonstrated capability to manage multiple active discussions simultaneously across voice, SMS, and email — comfortable handling 10–30 open conversations at any time.

• Background in cold calling, vendor coordination, or operations roles where phone communication is the primary medium.

• Excellent negotiation skills with the ability to make cost-versus-speed trade-offs under pressure.

• Strong commitment to documentation — treating compliance paperwork as essential prior to work commencement.

• Capacity to remain calm and focused in fast-paced, high-volume settings.

• Professional-level proficiency in written and spoken English.

• Proficiency in Spanish is a significant advantage.

• Experience in operations coordination, facilities management, field service coordination, or a related discipline.

• Background in a client-facing or vendor-facing coordination role.

• Familiarity with trades such as roofing, plumbing, HVAC, electrical, locksmithing, or general contracting is beneficial but not mandatory.

• Ability to work autonomously in a fully remote setting while managing time-sensitive priorities.

🏝️ Benefits

• 100% remote — work from anywhere in LATAM.

• Opportunity to be part of a growing operations platform with a well-defined 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 robust systems and processes.