Operations Assistant (Construction Support)

InsideOut; Ciudad de México; Remote; MXN 180,000 - 205,000; Full time

Job summary

InsideOut is seeking an Operations Assistant (Construction Support) for a remote LATAM role. You will support field operations, admin execution, and project coordination across multiple sites, with English required for all communications.

You’ll work with QuickBooks, Buildertrend, and vendor teams to ensure invoices, logs, and updates flow in real time, while maintaining accuracy and timely reporting. Schedule follows EST hours, Monday–Friday.

Qualifications

• Bilingual English and Spanish required.
• Experience in high-volume administrative coordination and data entry.
• Proficiency with Excel or Google Sheets.
• Hands-on QuickBooks invoicing experience.

Responsibilities

• Update leadership calendars with job site locations and schedules.
• Log daily field updates and share with team.
• Enter invoices into QuickBooks daily and assign to job numbers.
• Track petty cash and basic expenses for cost visibility.
• Update Buildertrend or similar PM system with job information.
• Coordinate material deliveries and vendor communications.
• Input meeting notes and field updates into project records.
• Follow up with foremen for daily logs and updates.

Skills

Bilingual English/Spanish

Administrative coordination

Data entry

Excel/Google Sheets

Time management

Attention to detail

Vendor coordination

Construction background

Tools

QuickBooks

Buildertrend

Procore

Microsoft Project

Job description

Exciting Remote Opportunity! We're Hiring an Operations Assistant (Construction Support)

Are you a proactive, highly organized professional who thrives in a fast-paced construction environment? We are looking for a bilingual Operations Assistant to support field operations, administrative execution, and project coordination for a rapidly growing general contracting company!

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.

Job Details at a Glance

• Job Title: Operations Assistant (Construction Support)
• Job ID: PRIRIC1R
• Location: LATAM (Spanish needed)
• Job Status: Full Time
• Work Schedule: Monday to Friday, 7:00 AM to 4:00 PM EST
• Salary: $7 - $8 per hour
• Target Start Date: ASAP

About the Client

The client is a general contracting and construction company operating across residential and commercial projects, with a strong focus on custom millwork, kitchens, and built-ins. The company has around 40 employees including field teams and shop staff, and is currently experiencing rapid growth with approximately 20 active projects starting in the near term.

The internal structure includes multiple foremen, a shop manager, and leadership that is heavily involved in day-to-day operations. The client uses project management systems to improve coordination and is actively working on strengthening operational systems, communication flow, and reporting consistency across all job sites. The environment is fast-paced, highly hands-on, and requires strong coordination between field operations, vendors, and back-office processes.

About the Role

This role is an Operations Assistant focused on supporting construction operations, field coordination, and administrative execution across multiple job sites. The position works directly with leadership and field teams to ensure that operational data such as invoices, job updates, attendance, vendor communication, and field notes are captured, updated, and distributed in real time.

A core part of the role is reducing the repetitive operational load from leadership by ensuring that information moves from field activity to systems without delay or loss. This includes working inside tools like QuickBooks and Buildertrend, following up with field teams, and maintaining operational accuracy across multiple active projects in parallel.

Daily Operations & Coordination

• Maintain and update leadership and team calendars with job site locations and schedules.
• Track daily field updates and ensure information is communicated across the team.
• Follow up with foremen and field staff to ensure daily logs and updates are completed.
• Enter invoices into QuickBooks on a daily basis.
• Assign receipts and expenses to correct job numbers.
• Track petty cash and basic job-related expenses for cost visibility.
• Support accurate and timely record keeping across all projects.
• Update Buildertrend or similar project management systems with job information.
• Input meeting notes and field updates into project records.
• Ensure tasks and updates in the system are completed and followed through.
• Communicate with vendors to request pricing and confirm deliveries.
• Support coordination of material deliveries to job sites.
• Maintain updated vendor records and basic procurement tracking.

Field Communication Support

• Follow up with field teams regarding clock-ins and job site attendance.
• Support accurate time tracking and reporting using GPS-based systems.
• Help ensure daily field logs and updates are completed and submitted.

Qualifications & Skills

• Fluent English and Spanish communication skills, with the ability to interact directly with field teams and leadership.
• Proven experience in high-volume administrative coordination, data entry, or operations support roles.
• Strong Excel or Google Sheets skills, including the ability to track multiple active data streams.
• Experience handling time-sensitive tasks where same-day execution is required (invoicing, updates, reporting).
• Ability to manage multiple concurrent projects and prioritize based on urgency in a fast-paced environment.
• High attention to detail, especially in financial and operational data accuracy.
• Familiarity with construction environments, job site operations, or trade terminology.
• Hands‑on experience with QuickBooks, especially invoice entry and job cost allocation.
• Experience using construction or project management software such as Buildertrend, Procore, or Microsoft Project.
• Background supporting operations teams, project coordination, or executive assistants in fast-moving environments.
• Experience dealing with vendors, procurement coordination, or material scheduling.
• Exposure to workforce tracking systems or GPS‑based attendance tools.
• Extremely structured and detail‑oriented, with strong follow‑through habits.
• Proactive and comfortable chasing people repeatedly for missing information.
• High urgency mindset, able to execute same‑day tasks consistently.
• Comfortable working with fragmented, fast‑changing information.
• Strong communication discipline, especially in follow‑ups and confirmations.
• Patient but assertive when dealing with field teams and leadership gaps in execution.
• Able to work under pressure without losing accuracy or structure.

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