Project Coordinator

Pay: $23–$32/hour, based on experience Schedule: Full-time, Mon–Fri, 8–5 (flexible) Location: Sylmar, CA (office + some job site visits) Be the organized center of every project, and the first friendly voice our clients hear. Pool and Spa Builders, Inc. builds custom pools, spas, fountains, retaining walls, hardscape and softscape, turning ordinary backyards into complete outdoor living spaces. We also service and repair pools, spas and fountains, so our relationships with clients last well beyond the build. We're looking for an organized, detail-minded Project Coordinator to be the backbone of our office. You'll keep estimates, invoices, budgets, permits and schedules moving, and you'll often be the first voice new clients hear when they call. Working side by side with our Project Manager, you'll help every job stay organized, on budget and on track. If you love bringing order to a busy day and want to see your work come to life in beautiful finished backyards, we'd love to meet you! Why you'll love working here: Competitive pay: $23–$32 per hour, based on experience. Flexible schedule: Monday–Friday, 8:00 a.m.–5:00 p.m., with flexible hours. Paid training: we invest in our people and pay for ongoing training. Room to grow: learn the construction business hands-on, help shape how we run projects as we roll out new systems, and grow your career with us. Paid time off, including 6 paid holidays : New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas. Medical, dental and vision insurance. 401(k) with a 3% company match. Employer-paid life insurance. Real variety: pools, spas, fountains, hardscape and full backyard transformations, with occasional job site visits to see projects take shape. A role that matters: you'll be the person who keeps our projects, crews and clients connected. How you'll make an impact: Keep project finances on track. Prepare and send invoices, and track and follow up on client payments. Track job budgets: material receipts, labor hours and subcontractor costs. Build and update the Schedule of Values (SOV) for progress billing, and prepare change orders. Collect lien releases, track preliminary notices, and place and reconcile material orders. Turn new projects into estimates and contracts: Put together estimates and proposals from the information our Project Manager or owner brings back from site visits. Prepare client contracts and route them for signature. Request and track Certificates of Insurance (COIs), and onboard subcontractors and vendors (W-9s, agreements, license checks). Submit permit applications and schedule city and county inspections. Keep every job organized and on schedule: Keep the master job calendar for crews, subcontractors and material deliveries. Schedule repair and service work orders, and estimate and invoice repair jobs. Keep project files organized in OneDrive and in the office, and handle job closeout paperwork. Be the first voice our clients hear: Answer the phones and return calls from clients, subcontractors and vendors. Take down the details when a new client calls about a project, and schedule a site visit with our Project Manager or owner. Follow up on leads and open proposals to help turn inquiries into signed projects. Respond to client questions and warranty calls during and after construction. Who we're looking for: Required: Office or administrative experience; construction experience is a plus, and we'll train the right person. Comfortable working with numbers and eager to learn invoicing, job costing and budget tracking. Comfortable with Microsoft Office (Excel, Word, Outlook) and OneDrive Strong technology skills and quick to learn new software. We're rolling out Contractor Foreman, and you'll help us set it up and use it to schedule, track and bill every job. Strong organization and attention to detail; able to manage several jobs at once. Clear, professional phone and email communication with clients, subcontractors and crews. A people person with a warm, professional phone presence who makes every client feel taken care of. A plus, but not required: Experience in pool, spa, masonry or residential construction. Experience with invoicing, job costing, budget tracking, schedules of values, progress billing or COI tracking. Experience with QuickBooks, Contractor Foreman or other construction estimating or accounting software. Sales or customer service experience, such as following up on leads and proposals. Bilingual English/Spanish. Ready to join our team? Email your resume to office@poolandspabuildersinc.com or call us at (888) 234-7665. Tell us a little about how you keep a busy workload organized. We're hiring now and reviewing applications as they arrive.