Operations & Communications Coordinator (HH)

This is a remote position.

Overview

We are looking for an Operations & Communications Coordinator to take ownership of the business’s core administrative systems and ensure smooth day-to-day operations. This role is focused on building and maintaining structure in areas such as email management, process documentation, and client communication. You will be responsible for creating standardized workflows, ensuring important communications are never missed, and supporting leadership with systemized operations that enable scalability. This is a role for someone who thrives in organization, values precision, and can confidently establish processes that reduce inefficiencies across the business.

Responsibilities

• Email System Management: Implement filters, maintain organized inboxes, and ensure no important communication is lost in spam. Apply professional standards to all outbound emails, using templates and frameworks for consistency.
  

• Process Documentation: Create, update, and maintain Standard Operating Procedures (SOPs) to standardize workflows. Build templates for routine communications and ensure processes are easy to follow and scalable.
  

• Client Communication: Manage client emails, respond promptly, and maintain accurate communication logs. Provide updates on project status and ensure client inquiries are handled in a professional and timely manner.
  

• Operational Coordination: Oversee administrative workflows such as document management, scheduling, and resource allocation. Ensure compliance with record-keeping standards and support project delivery teams by handling background administration.
  

• System Optimization: Identify inefficiencies in current workflows and recommend improvements. Support leadership in establishing structures that allow effective delegation and reduce dependency on manual oversight.
  

Scope

• Maintain a clear and efficient email structure to ensure zero loss of important client or business communications.
  

• Develop and manage a full library of SOPs covering all recurring administrative and communication processes.
  

• Provide administrative support for 5–10 active projects, ensuring all documentation, updates, and communication are accurate and on time.
  

• Ensure all client interactions are logged and tracked in the system to maintain service quality and continuity.
  

• Support leadership in scaling operations by creating systems that allow effective delegation of tasks and responsibilities.
  
  

Requirements

• Proven experience in administrative coordination, operations support, or executive assistance.
  

• Strong organizational skills with demonstrated ability to create and maintain structured workflows.
  

• Excellent written and verbal communication, with the ability to maintain professional standards in all correspondence.
  

• Proficiency with email systems, digital filing tools, and CRM or project management platforms.
  

• Experience drafting and maintaining Standard Operating Procedures (SOPs).
  

• Background in construction, trades, or service-based industries is an advantage.
  

• Problem-solving mindset with the ability to streamline complex or fragmented processes.
  

• Highly detail-oriented, with the ability to manage multiple tasks and priorities effectively.
  

Benefits

Independent Contractor Perks

• Permanent work from home
  

• Immediate hiring
  

• Steady freelance job