Construction Maintenance Operations Coordinator (Remote | US-based)

Salary: $10.00 – $13.00/hour

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Note: Applicants that don't apply directly will not be considered

Overview

We are seeking a highly organized, detail-oriented, and proactive Construction Maintenance Operations Coordinator to support the day-to-day administrative and operational functions of a growing maintenance division.

This is more than a traditional administrative role. The position combines maintenance coordination, operational support, cost reconciliation, billing preparation, documentation management, and process improvement. The ideal candidate is resourceful, organized, and capable of independently managing multiple priorities while ensuring maintenance records remain accurate, complete, and ready for timely billing.

Candidates with experience supporting construction, maintenance, field service, facilities management, or operations teams are highly preferred.

• Track active and completed maintenance calls from initiation through billing readiness
• Maintain accurate maintenance records, status updates, and supporting documentation
• Reconcile maintenance data across spreadsheets, service management systems, and internal records
• Review labor, material, subcontractor, and other job costs for completeness and accuracy
• Coordinate with field personnel, subcontractors, and internal teams to obtain missing invoices, reports, and documentation
• Prepare maintenance files for billing by ensuring all required information has been received
• Communicate with operations and accounting teams regarding outstanding items, discrepancies, and billing status
• Prepare reports and trackers that provide visibility into maintenance activities and project status
• Maintain organized electronic filing systems for invoices, approvals, correspondence, and supporting documents
• Identify opportunities to improve administrative workflows, reporting, and operational efficiency

• Maintain maintenance call logs, work order trackers, and operational spreadsheets
• Organize invoices, service reports, approvals, and supporting documentation
• Follow up with subcontractors and internal team members regarding outstanding documentation
• Assist with invoice entry and documentation within company systems as needed
• Prepare summaries of open maintenance calls, unresolved costs, and billing status
• Maintain organized digital records to support efficient operations and reporting
• Support daily administrative activities that help keep maintenance operations running smoothly

• Coordinate multiple active maintenance requests while monitoring progress and completion
• Reconcile operational information across multiple systems and spreadsheets
• Track outstanding invoices, documentation, approvals, and billing requirements
• Support communication between field operations and accounting teams
• Identify discrepancies that may delay billing or impact financial reporting
• Assist in developing and improving tracking spreadsheets, templates, and reports
• Document recurring administrative processes to improve consistency and efficiency
• Recommend practical improvements that simplify workflows and reduce manual work

• 3+ years of experience in construction administration, maintenance coordination, operations support, project administration, or a similar role
• Advanced proficiency in Microsoft Excel, including organizing, reconciling, and analyzing data
• Experience supporting invoices, billing, job costing, accounts payable, or accounts receivable
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal English communication skills
• Ability to independently manage multiple priorities and deadlines
• Experience coordinating with field personnel, subcontractors, vendors, and accounting teams
• Experience working remotely with U.S.-based companies is preferred
• Ability to maintain accurate documentation with minimal supervision

• Experience supporting U.S. construction, maintenance, facilities management, or field service organizations
• Familiarity with Viewpoint or similar construction accounting and project management software
• Experience using maintenance management or work order systems
• Knowledge of construction billing, job costing, subcontractor invoicing, or work order processes
• Experience improving spreadsheets, reports, or operational workflows
• Familiarity with automation tools or process improvement initiatives
• Strong analytical and problem-solving skills
• Experience supporting growing operations with evolving processes

What we offer:

• Fixed U.S. working schedule
• Fully remote role — work from anywhere
• Direct collaboration with U.S. small businesses and entrepreneurs
• Paid time off — 10 PTO days per year, plus 6 U.S. holidays off