Service Operations Coordinator

CLT Recruiters; Boston (MA); On-site; USD 55,000 - 90,000; Full time

Benefits offered by this job

HRA deductible funds

Medical coverage on day one

Dental and vision plans

401(k) match

Life & AD&D insurance

Disability insurance

Paid vacation

Licenses paid

Incentive plan

Job summary

The client, a Northeast general contractor, seeks a full-time in-office Coordinator in Boston to keep service and small-project work moving and to run the office day-to-day.

You will support multiple Service and Project Managers, write and distribute subcontracts, track subcontractor insurance, assist with billing, maintain plans and permits, distribute meeting minutes, and act as the central contact for field teams and office staff.

Qualifications

• Experience in construction coordination or office administration.
• Ability to manage multiple responsibilities and shifting priorities.
• Excellent communication and interpersonal skills; professional with clients and colleagues.
• Proficiency in Microsoft Office; familiarity with managing project tools.

Responsibilities

• Support several Service and Project Managers across active projects.
• Write and distribute subcontracts, and manage subcontractor insurance documents.
• Assist with subcontractor billing and payment documentation.
• Prepare and distribute meeting minutes, and follow up on outstanding project documentation and tasks.
• Track property plans, drawings, schedules and permits.
• Communicate regularly with field staff and subcontractors.
• Run day-to-day office operations — vendors, service providers, supplies, scheduling and filing.
• Handle customer inquiries and front-office support as main contact for facility matters.

Skills

Project coordination

Office administration

Multitasking

Communication

Microsoft Office

Independent work

Discretion

Greater Boston area

Tools

Timberline

Procore

Timberscan

Monday.com

Trello

Jobber

Job description

Our client is a long-established Northeast general contractor with more than thirty years building in the region. Their work runs from luxury urban residences and fine suburban custom homes through to large, technically complex institutional and commercial projects. They build new, and they convert, renovate and restore. This role sits in their Property Services Division, which looks after homes the firm already has a relationship with — diagnosing and resolving building issues, running renovations and smaller custom projects, and staying in front of the homeowner throughout.

The role

You are the person who keeps the service and small-projects work moving and the office running. Half of the job is project coordination: writing and distributing subcontracts, tracking subcontractor insurance, assisting with subcontractor billing, keeping plans, drawings, schedules and permits current, and circulating meeting minutes so nothing falls through the cracks between the field and the office. The other half is running the office day to day. It is a full-time, in-office role in Boston that suits someone who likes variety and is comfortable being the central point of contact for field teams and office staff alike.

What you will do

• Support several Service and Project Managers across active projects.
• Write and distribute subcontracts, and manage and track subcontractor insurance documents.
• Assist with subcontractor billing and payment documentation.
• Prepare and distribute meeting minutes, and follow up on outstanding project documentation and tasks.
• Track property plans, drawings, schedules and permits.
• Communicate regularly with field staff and subcontractors.
• Run day-to-day office operations — vendors, service providers, supplies, scheduling, calendars and filing.
• Handle customer inquiries and front-office support, and serve as the point of contact for facility and administrative matters.

What we are looking for

• Experience in a construction coordination and/or office administration role.
• Proven ability to manage multiple responsibilities and shifting priorities while staying organized.
• Excellent communication and interpersonal skills; responsive and professional with clients and colleagues.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Familiarity with construction management software (Timberline, Procore, Timberscan) or project tools (Monday.com, Trello, Jobber) is preferred, not required.
• Able to work independently and take initiative; discreet with confidential information.
• Based in or relocating to the Greater Boston area. This is a full-time in-office position.

Compensation

$55,000 – $90,000, depending on experience. Salaried and full-time.

Benefits

• The firm funds the entire deductible through an HRA — up to $3,000 individual and $6,000 family.
• Medical coverage begins on your first day of employment. There is no waiting period, and the firm pays 75% of the premium.
• Dental and vision plans are available alongside medical.
• 401(k) after ninety days, matched at 100% of your deferrals up to 3% of salary.
• Employer-paid life and AD&D cover at $100,000 each, plus short-term and long-term disability, all at no cost to you.
• Vacation starts at two weeks and grows by a day each year — three weeks at five years, four at ten, five at fifteen. One week of personal and sick time, and ten paid holidays.
• Professional licenses related to your work are paid in full by the firm.
• Incentive plan eligibility after one year, based on personal and company performance.

Compensation: $55,000-$90,000 per year