Administrative Coordinator

Get AI-powered advice on this job and more exclusive features. Direct message the job poster from InsideOut Sourcing Specialist @ InsideOut | Recruitment, Sourcing IMPORTANT WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED: C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH JOB TITLE Administrative Coordinator JOB ID JASNIC1 INDUSTRY Pool Service & Construction LOCATION LATAM JOB STATUS Full Time WORK SCHEDULE 9:00am to 6:00pm EST SALARY $8-$10 p/h ASAP ROLE OVERVIEW The client is Orlando’s premier luxury pool service and repair company, founded by a US Navy veteran. With a strong commitment to integrity, discipline, and military‑grade attention to detail, the company delivers exceptional service experiences for high‑end residential clients. This is an opportunity to join a professional team dedicated to maintaining and transforming pools into pristine aquatic retreats. ABOUT THE ROLE The client is seeking a highly organized and proactive Administrative Coordinator to support daily operations within a fast‑paced pool service and construction environment. This bilingual virtual role is essential for managing administrative workflows, client communications, construction documentation, permits, bookkeeping tasks, subcontractor coordination, and CRM management. The ideal candidate is a self‑starter who thrives in operational roles, communicates professionally, and takes full ownership of tasks. KEY RESPONSIBILITIES CRM Management and Administrative Support Manage and update customer and project data within GoHighLevel (GHL) and JobTread CRMs. Organize project information, permits, blueprints, subcontractor details, and construction updates. Provide guidance to subcontractors and field crews on using the construction CRM for reporting and data entry. Enter and maintain accurate records, documents, forms, and project files to ensure data integrity. Compile reports submitted by subcontractors and ensure all required information is recorded properly. Support general administrative tasks including email management, form completion, document preparation, and digital filing. Client Communications and Call Handling Answer and route incoming phone calls through VoIP or GoHighLevel systems, serving as the primary point of contact. Provide friendly, professional customer service for inquiries related to maintenance, repairs, renovations, and new pool construction. Manage incoming leads and schedule appointments for sales representatives using GoHighLevel. Handle customer complaints with professionalism, de‑escalate issues, and route complex matters to the owner when needed. Communicate effectively with subcontractors, cleaning crews, and repair teams to coordinate schedules and dispatch tasks. Construction Permits and Project Coordination Pull, track, and manage permits for pool construction and remodeling projects. Ensure all permit documentation, forms, and job files are up to date and properly stored. Assist with tasks related to construction progress, subcontractor coordination, and workflow organization. Support the owner by identifying workflow improvements and keeping projects on schedule. Bookkeeping and Financial Support Handle basic bookkeeping duties, including invoicing and managing accounts receivable. Track, organize, and file receipts and expenditures as needed. Maintain and update accurate price logs for materials, equipment, and subcontractor rates. Subcontractor Coordination Manage job postings and communication with subcontractors for ongoing projects. Ensure subcontractors receive correct project details, deadlines, and documentation. Monitor subcontractor submissions, updates, and compliance with reporting requirements. QUALIFICATIONS & SKILLS Proven experience in administrative roles, office management, construction coordination, or similar operational roles. Familiarity with construction permits, invoicing, and basic bookkeeping. Strong proficiency in GoHighLevel and JobTread CRM (required). Bilingual fluency in English and Spanish preferred. Excellent written and verbal communication skills; professional and capable of managing difficult or urgent conversations. Strong organizational ability with attention to detail and accuracy. Ability to multitask and manage time effectively. Proficiency with Microsoft Office or Google Workspace. Positive, proactive attitude and ability to work independently. Reliable internet connection, quiet workspace, and appropriate remote‑work equipment. Additionally, kindly submit an introductory video or audio (approximately 2 minutes) highlighting your work experience and tenure. Once received, I will be able to schedule you for a meeting immediately. Seniority level Executive Employment type Full-time Job function Administrative Industries Construction #J-18808-Ljbffr