Administrative Coordinator (JOB ID: JASNIC1)

Inside Out; México; A distancia; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A leading pool service company is seeking a dedicated Administrative Coordinator to manage operations in a fast-paced environment. The role requires bilingual fluency and experience in administrative tasks, including client communications and bookkeeping. Responsibilities include CRM management, handling customer inquiries, and coordinating subcontractors. Ideal candidates should have excellent organizational skills and the ability to multitask. This full-time position offers a work schedule from 9:00am to 6:00pm EST with a pay rate of $8-$10 per hour.

Formación

• Experience in administrative roles, office management, or operational roles.
• Familiarity with construction permits and invoicing.
• Excellent communication skills for customer service and coordination.

Responsabilidades

• Manage customer and project data in CRMs.
• Answer and route incoming phone calls.
• Handle basic bookkeeping duties.
• Coordinate schedules and dispatch tasks for subcontractors.

Conocimientos

Administrative roles experience

Construction coordination

Bilingual fluency in English and Spanish

Proficiency in GoHighLevel

Strong communication skills

Organizational ability

Proficiency with Microsoft Office or Google Workspace

Ability to multitask

Herramientas

GoHighLevel

JobTread CRM

Descripción del empleo

IMPORTANT WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

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

Target Start Date: 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.