Administrative Coordinator

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3 days ago

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Inside Out Group

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Media • Construction • Aerospace

Inside Out Group is a specialized video production company that offers high-end filming services, including time lapse filming, drone filming, photography, and animation. With over 15 years of experience, they cater to diverse sectors such as rail, construction, and infrastructure, providing innovative solutions for challenging projects. Their team is known for its technical expertise and creative approach, ensuring quality media that effectively showcases their clients' projects.

11 - 50 employees

Founded 1991

📱 Media

🚀 Aerospace

📋 Description

• Manage and update customer and project data within GoHighLevel (GHL) and JobTread CRMs. • Organize project information, permits, blueprints, subcontractor details, and construction updates. • Provide guidance to subcontractors and field crews on using the construction CRM for reporting and data entry. • Enter and maintain accurate records, documents, forms, and project files to ensure data integrity. • Compile reports submitted by subcontractors and ensure all required information is recorded properly. • Support general administrative tasks including email management, form completion, document preparation, and digital filing. • Answer and route incoming phone calls through VoIP or GoHighLevel systems, serving as the primary point of contact. • Provide friendly, professional customer service for inquiries related to maintenance, repairs, renovations, and new pool construction. • Manage incoming leads and schedule appointments for sales representatives using GoHighLevel. • Handle customer complaints with professionalism, de-escalate issues, and route complex matters to the owner when needed. • Communicate effectively with subcontractors, cleaning crews, and repair teams to coordinate schedules and dispatch tasks. • Pull, track, and manage permits for pool construction and remodeling projects. • Ensure all permit documentation, forms, and job files are up to date and properly stored. • Assist with tasks related to construction progress, subcontractor coordination, and workflow organization. • Support the owner by identifying workflow improvements and keeping projects on schedule. • Handle basic bookkeeping duties, including invoicing and managing accounts receivable. • Track, organize, and file receipts and expenditures as needed. • Maintain and update accurate price logs for materials, equipment, and subcontractor rates. • Manage job postings and communication with subcontractors for ongoing projects. • Ensure subcontractors receive correct project details, deadlines, and documentation. • Monitor subcontractor submissions, updates, and compliance with reporting requirements.

🎯 Requirements

• Proven experience in administrative roles, office management, construction coordination, or similar operational roles. • Familiarity with construction permits, invoicing, and basic bookkeeping. • Strong proficiency in GoHighLevel and JobTread CRM (required). • Bilingual fluency in English and Spanish preferred. • Excellent written and verbal communication skills; professional and capable of managing difficult or urgent conversations. • Strong organizational ability with attention to detail and accuracy. • Ability to multitask and manage time effectively. • Proficiency with Microsoft Office or Google Workspace. • Positive, proactive attitude and ability to work independently. • Reliable internet connection, quiet workspace, and appropriate remote-work equipment.