Remote Project Coordinator

HireLATAM; Ciudad de México; Remote; MXN 414,000 - 518,000; Full time

Job summary

HireLatam is hiring a Remote Project Coordinator to manage installation coordination and administration for US-based projects from a fully remote Latin American location. You will report to the Operations Manager and collaborate with PMs, Sales, Warehouse, and installers to maintain schedules and field progress in real time.

The role requires bilingual English/Spanish communication, strong multi-tasking, and experience with ERP systems such as NetSuite.

Qualifications

• 2–4+ years coordinating time-sensitive jobs, installation crews, or field service operations (construction/ flooring/cabinetry/columns)
• Fluent written/spoken English with functional Spanish for daily calls with crews (Portuguese a plus)
• Exceptional organizational skills for high-volume calls/emails and frequent schedule changes
• Experience with cloud-based CRM/ERP systems; NetSuite, RingCentral or similar scheduling software preferred
• Strong customer-service judgment to handle delays, builder complaints, and conflicting priorities
• Willingness to work US business hours: Mon–Fri, 7:30 AM–4:30 PM ET
• Well-equipped remote workspace with reliable internet and quality hardware

Responsibilities

• Conducts twice-daily reviews of new sales orders, verifying scope, labor lines, finish selections, architectural plans, site access, and target dates.
• Establishes project communication channels and introduces the project team to builders and clients; identifies missing prerequisites before scheduling.
• Maintains master installation calendar in NetSuite; assigns crews, estimates durations, sets dependencies, and confirms site readiness.
• Proactively identifies scheduling conflicts and delays; proposes recovery options and escalates critical delays to PMs.
• Daily progress check-ins with installers by 2:00 PM EST; records completion, photos, shortages, and next-day labor needs.
• Logs notes, photos, blockers, and next actions in NetSuite and RingCentral channels; informs builders and PMs with updates.
• Handles high call/email volumes with professional customer-service judgment; coordinates warranty claims and callbacks.
• Gathers field progress data for PM inspections and documents defects, damages, and customer concerns.
• Ensures no unapproved scope changes are promised to customers or installers; flags overruns and invoice discrepancies.
• Maintains queues for unscheduled jobs, unconfirmed ETAs, and missing materials to drive improvements.

Skills

Construction & Trade Coordination

Bilingual English & Spanish

Multi-Tasking

Software & ERP Proficiency

Customer Service & Conflict Resolution

Schedule Alignment

Remote Workspace

Job description

HireLatam is a premier recruitment agency that places top Latin American talent in independent contractor roles in US companies. With a proven track record and a commitment to excellence, we're your trusted partner in the pursuit of career success. Our extensive network, personalized approach, and supportive guidance ensure that you're in the best hands to find your next job opportunity.

Job Title: Remote Project Coordinator (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $2,000 – $2,500 USD/month base salary (commensurate with experience)

Schedule: Monday – Friday, 7:30 AM – 4:30 PM US Eastern Time / ET

About Our Client

Our Client is a premier design center and interior finish solutions provider based in Tampa, Florida, specializing in high-end flooring, cabinetry, countertops, and residential/commercial installation services. Serving home builders, general contractors, and private homeowners, our client manages complex installation projects that demand tight trade coordination, precise scheduling, and seamless material staging. Built on a culture of operational accountability, real-time status visibility, proactive field communication, and high customer service standards, our client offers a dynamic remote environment where project coordination directly drives job readiness, client satisfaction, and trade efficiency.

Job Overview

Our Client is seeking a organized, bilingual, and proactive Remote Project Coordinator to own the operational coordination, calendar dispatching, and administrative follow-through for installation projects from sales order approval through final service closure. Reporting to the Operations Manager and working closely with field Project Managers (PMs), Sales, Warehouse, and installer crews, this team member serves as the central operational hub. Utilizing NetSuite ERP and RingCentral, the Project Coordinator maintains master schedules, conducts daily installer check-ins, coordinates warehouse pick requests, tracks job site readiness, and documents field progress in real time.

Key Responsabilities

Order Intake & Installation Scheduling

• Conducts twice-daily reviews of newly approved sales orders, verifying project scope, labor lines, approved finish selections, architectural plans, site access details, and target completion dates.
• Establishes project communication channels, introduces the project team to builders and clients, and identifies missing prerequisites or approvals prior to making schedule commitments.
• Owns and maintains the master installation calendar in NetSuite—assigning installation crews, estimating job durations, setting task dependencies, and verifying site readiness before issuing confirmed dates.
• Proactively identifies scheduling conflicts, trade delays, and crew capacity issues, proposing recovery options and escalating critical delays to PMs.

Daily Field Follow-Up & Stakeholder Communication

• Conducts structured daily progress check-ins with active installers by 2:00 PM EST, capturing completion percentages, site photos, material shortages, and next-day labor requirements.
• Logs clear job notes, photo documentation, project blockers, and next-action dates directly in NetSuite records and RingCentral project channels.
• Keeps builders, home buyers, Sales leads, and field PMs informed with timely progress updates, handling high call and email volumes with professional customer-service judgment.
• Coordinates warranty claims, callbacks, and punch-list service requests through established operations workflows until fully resolved.

Material Flow & Warehouse Logistics

• Coordinates material availability with Purchasing and Warehouse teams, verifying item quantities, staging statuses, and delivery ETAs prior to dispatching installation crews.
• Submits complete next-day warehouse pick requests by 3:0 PM EST, managing urgent exceptions and communicating staging shifts to affected field teams.
• Routes material additions, product substitutions, or potential cost adjustments through required PM and Sales Manager approval workflows before ordering.
• Tracks Cash & Carry orders through customer notification, pickup scheduling, documentation, and final system closure.
• Audits work orders prior to crew dispatch for correct scope, material lines, job site access, and required approvals; reconciles returned work orders upon job completion.
• Gathers field progress data for PM inspections, documenting material defects, job site damages, and customer concerns on the same business day.
• Flags labor overruns, unauthorized field work, repeat job trips, and invoice discrepancies for PM/Operations review, ensuring no unapproved scope changes are promised to customers or installers.
• Maintains actionable system queues for unscheduled jobs, unconfirmed ETAs, missing materials, and open service items to drive continuous process improvement.

Required Qualifications

• Construction & Trade Coordination Experience: 2–4+ years of experience coordinating time-sensitive jobs, installation crews, trade logistics, or field service operations (preferably within construction, flooring, cabinetry, countertops, or building materials).
• Bilingual English & Spanish Communication: Fluent professional written and spoken English, paired with functional spoken Spanish to conduct daily phone calls and technical check-ins with Spanish-speaking installation crews (Portuguese proficiency is a strong plus).
• Multi-Tasking & High Volume Management: Exceptional organizational skills to manage high call/email volume, frequent schedule changes, and detailed administrative recordkeeping without letting tasks drop.
• Software & ERP Proficiency: Functional proficiency with cloud-based CRM/ERP systems, shared calendars, and communication tools (prior experience with NetSuite, RingCentral, or construction scheduling software is strongly preferred).
• Customer Service & Conflict Resolution: Sound customer-service judgment to handle job delays, builder complaints, and conflicting priorities calmly and professionally.
• Schedule Alignment: Full commitment to work standard US business hours (Monday – Friday, 7:30 AM – 4:30 PM ET).
• Remote Workspace Infrastructure: High-performance personal workstation, HD webcam, noise-canceling headset, and enterprise-grade high-speed internet connection in a quiet home office.

Preferred Qualifications

• Direct experience operating within NetSuite ERP (scheduling modules, work orders, inventory allocations).
• Background working for a interior design center, specialty subcontractor, or high-volume residential home builder.