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Project Operations Specialist

🆔 Job ID: CHRDEE4
🏢 Industry: Interior Design
🌎 Location: LATAM
🕒 Job Status: Full Time
⏰ Work Schedule: 9:00am to 5:00pm EST
💰 Salary: Base Compensation Range: USD$2,000-2,600/month
    Additional Compensation: Up to 18% performance-based bonus
🚀 Target Start Date: ASAP

About the Client

The Client is a premier Design-Build firm specializing in interior renovations for commercial properties, including residential homeowner communities, senior care facilities, and hospitality venues. We offer a turnkey solution, integrating interior design, construction, and procurement to streamline projects for our clients. Over 35 years, we have completed over 5 million square feet, 400 projects, and earned a 75% repeat customer rate.

About the Role

The Operations Specialist is a remote, full-time role dedicated to providing critical operational, analytical, and systems support to project management teams. We are looking for a proactive problem-solver with a strong operational mindset—someone who thrives on building efficient processes, managing detailed workflows, and keeping projects running seamlessly.

Functioning with the analytical rigor of an operations analyst or technical project coordinator, you will manage project documentation, streamline workflows, handle vendor/subcontractor logistics, manipulate complex data, and coordinate operational touchpoints across teams. If you love building smart systems in tools like Excel, automating workflows, and turning chaos into organized processes, this role is for you.

Key Responsibilities

Operations & Workflow Automation

• Identify operational bottlenecks and design efficient, scalable workflows to streamline project execution.
• Build, maintain, and optimize process automations using workflow tools (Zapier, Make.com, n8n, or similar).
• Document standard operating procedures (SOPs) and technical documentation to ensure consistent operational execution across teams.
• Continuously refine internal operational tools, templates, and communication loops to minimize manual rework.

Project Data Analysis & Administration

• Utilize Microsoft Excel to perform advanced data analysis, track project metrics, normalize quotes, and build dynamic spreadsheets/dashboards.
• Apply strong mathematical and analytical skills to verify project math, analyze pricing trends, and maintain cost/pricing databases.
• Manage digital project documentation, version control, work orders, submittals, and closeout/handover packages.
• Track milestone billing triggers, performance metrics, and documentation to support timely financial execution with Finance.

Subcontractor & Vendor Management

• Research, qualify, and onboard specialty subcontractors and vendors (verifying credentials, insurance, and compliance data).
• Coordinate vendor appointments, site walks, schedules, and mobilization schedules.
• Request, verify, and track compliance documentation (e.g., COIs, W9s, or contract agreements).
• Collect, normalize, and present side-by-side pricing comparisons for Project Managers and decision-makers.

Cross-Functional Coordination

• Serve as the central communication hub between project managers, field teams, vendors, and finance.
• Track action items, compile status reports, and drive task resolution across cross-functional cadence calls.
• Proactively resolve administrative and operational blockers before they cause project or billing delays.

The Specialist ensures subs, PMs, construction management, procurement, and finance have timely, accurate information to keep projects on schedule and on budget.

Background & Credentials

• 4+ years of experience in a fully remote operations, project administration, or technical coordination role.
• Background in Engineering, Technical Writing, or Project Operations strongly preferred.
• Demonstrated track record in project operations, vendor management, or general administrative systems execution (construction/built-environment experience is a plus, but overall project operations excellence is key).

Required Skills & Competencies

• Strong Operational Mindset: Ability to see the "big picture" of a process, spot inefficiencies, and execute practical solutions.
• Advanced Math & Excel Skills: Highly proficient in Microsoft Excel (e.g., complex formulas, data normalization, logical functions, data visualizer tools) with strong numerical accuracy.
• Workflow Automation Experience: Direct experience or high adaptability with automation platforms like Zapier, Make.com, or n8n.
• Technical Writing & Documentation: Ability to translate complex workflows into clear, written documentation, SOPs, and project reports.
• Process Tracking & Follow-Through: Exceptional organizational skills with an obsessive focus on closing administrative loops and managing deadlines.
• Problem-Solving & Data Management: Strong ability to compare complex datasets, evaluate vendor quotes side-by-side, and extract actionable insights.
• Communication: Excellent written and verbal English communication skills; comfortable coordinating with diverse stakeholders across fields and office settings.
• Tech Stack: Proficiency in Google Workspace, Microsoft Excel, workflow tools (Zapier/Make/n8n), and project management platforms (e.g., Asana, ClickUp, Procore, or JobTread).

Preferred Qualifications

• Prior experience specifically as a Contract Administrator, Project Engineer, or similar support role on commercial interiors review and normalize subcontractor quotes projects.
• Ability to track, and present side-by-side comparisons.
• Familiarity with Bluebeam for markups and takeoffs and with photo documentation workflows.
• Familiar with subcontractor onboarding, COI management, and basic insurance requirements.
• Estimating / mark-up tools: Bluebeam (preferred, not required).

Why Join The Client?

• Thriving Market: We serve a high-demand market with a strong project pipeline.
• Growth Opportunities: Our strong project pipeline creates clear career opportunities.
• Supportive Team: Work alongside experienced designers, project managers, and industry experts.
• Established Reputation: Over 35 years of trusted performance with a 75% repeat client rate.