Operations Coordinator
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Job Description
Operations Coordinator managing day-to-day operations for a remote design studio focused on short-term rental design. Taking ownership of client communications and supporting business development.
Responsibilities:
- Manage invoice tracking, payments, and vendor follow-ups
- Own calendar management, inbox triage, and leadership scheduling
- Maintain file organization across Google Drive and internal systems
- Handle setup, access management, and upkeep across the tool stack
- Onboard new clients with welcome emails, intake materials, and kickoff coordination
- Send project status updates throughout the project lifecycle
- Manage post-install follow-ups, review requests, and 30 and 90 day check-ins
- Keep referral partners informed on project completions and support case study creation
- Serve as the operational point of contact with contractors and vendors on active projects
- Track orders and delivery timelines and flag delays before they affect installs
- Process contractor quotes, apply standard markup, and generate client invoices
- Keep CRM and project management systems current and accurate
- Research and build referral partner lists with contact info and fit notes
- Send post-meeting follow-ups and maintain outreach cadences in the CRM
- Monitor STR communities and flag partnership or visibility opportunities weekly
- Maintain referral agreements on file and prepare commission summaries when due
Requirements:
- 2 or more years in an operations, project coordination, or similar role within a fast-moving small business
- Experience working in the home improvement industry
- Strong written communication skills with the ability to manage client-facing correspondence independently
- Highly organized with the ability to manage multiple priorities
- Self-directed and accountable in a remote, async-first environment
- Comfortable with CRM and project management tools (Pipedrive and ClickUp experience is a plus)
- Available during overlapping US Mountain hours
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