Note: The job is a remote job and is open to candidates in USA. InsideOut is a premier Design-Build firm specializing in interior renovations for commercial properties. The Project Operations Specialist role provides operational support to the Project Management and Construction teams, focusing on subcontractor management, project administration, and construction communications.
Responsibilities
- Research and qualify specialty subcontractors (background, refs, insurance, capabilities)
- Set up and manage subcontractor appointments, site walks, and scheduling for quotes/mobilization
- Track subcontractor quotes and maintain standardized unit rates
- Support subcontractor onboarding (agreements, W9s, COIs, contact data, onboarding checklists)
- Request, verify, and track COIs to ensure compliance prior to mobilization
- Run subcontractor coordination follow-ups and close actions with PM/Construction oversight
- Generate, issue, and track work orders and submittals; maintain version control and distribution
- Maintain accurate digital project folders/files
- Finalize and send digital handover packages at milestones/closeout
- Schedule and coordinate project photo shoots and manage deliverables
- Maintain databases/spreadsheets for subcontractor performance, COIs, and pricing history
- Track milestone billing triggers and coordinate required documentation/approvals with Finance
- Provide quick retrieval support for field staff
- Support construction communications to clients: assemble weekly reports, gather daily sub reports, and coordinate look-ahead plans
- Participate in weekly internal and cross-functional cadence calls; capture notes and action items
- Ensure work orders, sign-offs, and progress reports support milestone invoicing and prevent billing delays
Skills
- C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT
- 4+ years working in a fully remote administration role
- 2+ years in construction administration, project engineering, contract administration, or construction coordination
- Experience supporting both office-based project teams (estimating/project management) and field construction teams
- Fluent English-speaker (spoken and written)
- Experience maintaining project trackers, look-ahead plans, or checklists
- Strong organizational skills and attention to detail; proven ability to manage competing priorities and follow workstreams to completion
- Strong follow-through: reliably closes administrative loops (COIs, quotes, work-order signoffs) to help prevent billing delays
- Ability to sequence and schedule tasks to support milestones with firm deadlines: scheduling subcontractor site walks, coordinating photo shoots, tracking milestone documentation
- Practical operational judgment: compiles facts, identifies recommended next steps, and escalates issues to the PM/Construction Manager when appropriate
- Quick learner and continuous improver: able to adopt new tools/templates and make small process improvements to reduce rework
- Clear written and verbal communication; comfortable scheduling client/field meetings and preparing concise status notes for PMs
- Basic knowledge of construction documents and construction-phase deliverables (work orders, daily reports, punch lists)
- Proficiency in Google Workspace (Sheets, Drive, Slides), Microsoft Excel, and file version control
- Experience with construction software or project management tools (Procore, Buildertrend, JobTread, Asana, or similar)
- 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)
Benefits
- Up to 18% performance-based bonus
Company Overview