Here’s a quick video sharing why you may want to work with us! 

Role Overview: 

Are you ready to be the driving force behind successful construction projects? We’re searching for a detail-loving, proactive superstar who can keep projects organized, moving forward, and well-documented, ensuring every detail is accounted for and no opportunity is missed. In this fast-paced, dynamic industry, you’ll play a key role in helping us hit our goals, maintain profitability, and deliver outstanding results for our clients.

If you thrive on problem-solving, love making things run smoothly, and believe that great documentation is the secret to project success, we want to hear from you!

Requirements:

• Full-time (8am-5pm ET, Monday to Friday).
• Must have project management experience or any similar role
• Familiarity with CRM or project management tools (preferably BuilderTrend)
• Detail-oriented and reliable.
• EXCELLENT verbal and written communication skills
• Comfortable coordinating with clients and subcontractors
• Knowledge of using the automations and tools in Microsoft 365 is a plus!

Software tools used by the client:

• BuilderTrend
• Plaud Pin
• Apple Notes
• Microsoft 365

Main Responsibilities:

Project Support

• Monitor Ryan’s emails for client requests, scheduling opportunities, and key project communications
• Manage Ryan’s calendar, including appointments and site visits
• Prepare summaries or task lists based on meetings or call transcriptions*
• Create and manage job folders and project documentation using Apple Notes and BuilderTrend
• Generate and send project proposals
• Track project progress, deadlines, and milestones
• Manage job creation, follow-ups, billing, and job close-outs
• Coordinate with subcontractors as needed
• Use tools like Plaud AI (or similar) for transcribing calls and routing them for review/action
• Place material orders
• Monitor and track expected delivery dates, and confirm material arrivals
• Coordinate and schedule site visits
• Email clients updates such as material orders, delivery timelines, and scheduling options

Scheduling & Workflow Coordination

• Update the Buildertrend calendar with new jobs, assignments, and status indicators
• Coordinate closely with the team on day-to-day schedule adjustments, progress confirmations, and crew reassignments, ensuring Buildertrend is updated

Invoicing & Job Closure

• Create and send invoices in Buildertrend (linked to QuickBooks) for finished jobs
• Check which jobs are done/not done
• Mark jobs as billed, closed, or ready for billing in Buildertrend to keep project lists up to date
• Coordinate with accounting team for payment follow-ups on overdue invoices

Light Customer Support:

• Communicate with clients
• Provide light customer service via email or phone as needed
• Follow up on customer inquiries and assist with job status updates

Pay and Benefits:

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal

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Our super cool hiring process:

• We have real people communicating with you and looking at your application!
• We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it. 
• At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!

Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.

IMPORTANT: Do not book on Rhino Julie's client booking page, this causes our potential clients to be unable to book sales calls with her. We love your enthusiasm, but Rhino Julie's job is to get clients for our virtual assistants to get their dream jobs. Our recruitment teams job is to take care of our applicants and help them match with their dream job. So, please apply here for your dream job and we will invite you for an interview if your qualifications match the job you're interested in. We cannot stress how important it is to leave her calendar open for her client calls.