Operations Assistant (Construction Support) (Job ID: PRIRIC1R)

InsideOutVAS; United States; Remote; USD 9,600 - 11,000; Full time

Job summary

InsideOutVAS is hiring an Operations Assistant focused on construction support. The role oversees field coordination, administrative execution, and data accuracy across multiple job sites, working remotely with leadership and field teams.

You will manage invoices, attendance, vendor communications, and field notes in real time using QuickBooks and Buildertrend, ensuring timely updates and error-free records across projects.

Qualifications

• Must be fluent in English and Spanish and interact with field teams and leadership.
• Proven experience in high-volume administrative coordination or operations support.
• Strong Excel or Google Sheets skills and multi-data tracking.
• Experience with time-sensitive invoicing, updates, and reporting.
• Ability to manage multiple concurrent projects in a fast-paced environment.

Responsibilities

• Daily Operations & Coordination: maintain leadership calendars and track field updates.
• Data Entry & Admin: enter invoices into QuickBooks, assign receipts, track expenses.
• Project System Management: update Buildertrend/PM systems and record meeting notes.
• Vendor & Procurement Support: request pricing, confirm deliveries, track vendor records.
• Field Communication Support: follow up with field teams on attendance and time tracking.

Skills

Bilingual English/Spanish

High-volume coordination

Data entry

Excel/Sheets

Time-sensitive tasks

Multi-project management

Attention to detail

Construction familiarity

Tools

QuickBooks

Buildertrend

Procore

Microsoft Project

Job description

Operations Assistant (Construction Support)

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 - 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
• Industry: Construction
• 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.

Key Responsibilities

• 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.
• Data Entry & Administrative Support
  • 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.
• Project System Management
  • 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.
• Vendor & Procurement Support
  • 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

• Must‑Haves (Non‑Negotiable)
  • 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.
• Preferred
  • 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,