Executive Operations Coordinator

Globaltize; United States; Remote; USD 9,600 - 15,000; Full time

Job summary

Globaltize, a remote-friendly construction management group, seeks an Executive Operations Coordinator to streamline communications, manage project documentation, and oversee core financial workflows across our portfolio.

The role requires advanced Excel/Word skills, quick learning of new software, and strong attention to detail to handle procurement, contracts, and QuickBooks Online processing in a fast-paced environment.

Qualifications

• Advanced proficiency in Microsoft Excel and Word.
• Ability to rapidly learn new software systems and workflows.
• Strong self-motivation, problem-solving skills, and attention to detail.

Responsibilities

• Procurement & Contracting: oversee vendor bid procurement, prepare contracts, and maintain project files.
• Financial Processing: manage purchase orders, contracts, and check processing using QuickBooks Online.
• Scheduling & Path Tracking: maintain master schedules, project timelines, and critical path tracking.
• Permitting & Compliance: assist with permit applications, submittals, and regulatory filings.
• Executive & Marketing Support: draft proposals, financial pro formas, and executive communications.
• Administrative Leadership: provide day-to-day administrative support for cross-functional coordination.

Skills

Excel & Word mastery

Technical adaptability

Attention to detail

Tools

QuickBooks Online

Job description

• Work Hours: Full-time, 40 hours per week
• Location: 100% Remote
• Pay: $7.00 – $11.00 USD / hour

Overview

Are you an organized, tech-savvy operations professional looking to make a high-impact contribution in the construction and engineering space?

We are a dynamic, growth-focused construction management and operations group dedicated to delivering high-quality commercial and residential projects. Driven by operational excellence and seamless execution, our team thrives on precision, efficiency, and continuous innovation. We are seeking a versatile and proactive Executive Operations Coordinator to streamline executive communications, maintain critical project documentation, and manage core financial workflows across our project portfolio.

Key Responsibilities

• Procurement & Contracting: Oversee vendor bid procurement, prepare contracts, and maintain comprehensive, organized project files.
• Financial Processing: Manage purchase orders, contracts, and check processing efficiently using QuickBooks Online.
• Scheduling & Path Tracking: Maintain master schedules, project timelines, and critical path tracking to keep operations running smoothly.
• Permitting & Compliance: Assist with permit applications, technical submittals, and regulatory filing requirements.
• Executive & Marketing Support: Draft proposals, financial pro formas, executive email communications, and key marketing content.
• Administrative Leadership: Provide day-to-day administrative and operational support to ensure smooth cross-functional coordination.

Must-Have Requirements

• Advanced Office Suite Skills: Advanced proficiency in Microsoft Excel and Microsoft Word alongside fast, accurate keyboarding skills.
• Technical Agility: Proven ability to rapidly learn, adapt to, and master complex technical software systems and operational workflows.
• Core Professional Competencies: Strong self-motivation, independent problem-solving skills, and exceptional attention to detail.

Nice-to-Have Requirements

• Construction & Technical Background: Proven experience in the construction industry with strong knowledge of construction terminology; candidates with an Architectural or Engineering background are strongly preferred.
• Financial Software Expertise: Hands-on experience using QuickBooks Online for financial documentation, invoicing, and processing.
• Growth Mindset: Ambition to take on increasing ownership, tackle diverse operational challenges, and advance into higher-level internal roles.

Why Join Us

This is an exceptional opportunity to play a core role within a growing business where your contributions directly drive project success. We offer a supportive, forward-thinking work environment that values continuous learning, initiative, and professional development. If you are looking for a career path with significant room for growth and hands-on operational leadership, we would love to hear from you.