Renovation Operations Coordinator
Team Outsource
About the role
Job Title: Renovation Operations Coordinator
Industry: Construction
Department: Renovations
Reports to: Production Manager
Location: Remote (U.S.-based, with preference for Eastern Time Zone)
Travel: None required
Job Type: Full-time
About the Role
Team Outsource is hiring a reliable Renovation Operations Coordinator on behalf of a U.S.-based construction company to support its renovations department.
The Renovations division is fast-paced and field-driven. We are looking for a Reno Ops Coordinator who can keep the operation aligned and running smoothly without ever stepping onto a jobsite.
You will work closely with the field leadership team to coordinate documentation, verify timelines, and ensure that every project stays connected to the plan even when decisions are being made in real time. Think of it as making sure the playbook travels with the team.
This is a remote, operations-heavy role with hard boundaries. You are not on call 24/7. You work set hours. When you clock out, the clock-out is final.
What You Will Do
Coordinate Documentation and Communication
- Receive structured recordings (5-7 minutes) from a field representative after meetings, site visits, and client conversations. Uploads are automatic. You review, transcribe, and file them with a structured checklist: property name, unit number, team member involved, and decision made.
- Review end-of-day summary recordings from site reps when they are leading a project. Ensure the field recap matches the project tracker and flag any discrepancies.
- Handle proactive client communication and follow-up so that promises made in the field are confirmed in writing within one business day.
Align Timelines and Budgets
- Crosscheck project timelines, contractor requests, and change orders against the active schedule and budget before they are finalized.
- If a site rep is about to commit to a timeline that has not been vetted, or approve a contractor request that exceeds the available budget, you pump the brakes and coordinate with the appropriate stakeholders to align before anything goes out.
- You do not make technical or jobsite decisions. You make sure the right information is in the right hands before commitments are made.
Verify Completion and Handoff
- Before any unit or project is communicated to the client as complete, independently verify punch list status, photo evidence, and budget reconciliation against the project plan.
- Ensure handoffs between team members include full documentation, budget status, and client communication history so nothing is lost between shifts or projects.
Build and Maintain SOPs
- Own the standard operating procedures for field recordings, client communication protocols, completion verification, and budget routing.
- Maintain a weekly department health report for the Production Manager covering timeline accuracy, budget status, and any exceptions that need attention.
Support the Production Manager
- Serve as the operational link between the Production Manager and field leadership.
- Escalate structural or compliance concerns to the Production Manager when alignment cannot be reached at the coordination level.
What You Will Not Do
- Manage field personnel or override jobsite decisions.
- Handle safety or technical calls onsite.
- Travel to jobsites.
- Work outside your scheduled hours. This is a remote role with hard boundaries.
Core Principles That Guide This Role
- Fast action is valuable. Uncoordinated action is expensive.
- If you create the exception, you own the cleanup.
- We do not ask people to stop solving problems. We ask that the person accountable for the outcome is involved before the process is rerouted.
What We Are Looking For
- 3+ years in operations, project coordination, compliance, or a similar coordination role in construction, property management, or a trades-based organization.
- You are highly organized, detail-oriented, and comfortable saying "let me check that before we confirm" without being a bottleneck.
- You communicate clearly and concisely in writing.
- You are comfortable working remotely with structured check-ins and video recordings rather than face-to-face meetings.
- You understand that your job is to coordinate and align, not to control or micromanage.
- You are the person who makes sure the playbook travels with the team.
Work Requirements
- Ability to work during U.S. business hours, with preference for candidates who can align with the Eastern Time Zone.
- Must be comfortable using Hubstaff for time-tracking.
- Reliable internet connection and suitable remote-work setup.