Operations Coordinator

Role Description

The Operations Coordinator will be responsible for managing the administrative workflow for approximately 50 active projects per month. This role focuses on document management, data entry, project tracking, and written client communication while ensuring all required project documentation is accurate, organized, and submitted on time.

The ideal candidate is highly organized, detail-oriented, and comfortable working with spreadsheets, databases, and project management systems. Strong written English is essential, as client communication is handled primarily through email. This is an administrative role with no phone responsibilities .

Key Responsibilities

• Project Administration
  • Manage administrative workflows for active accessibility consulting projects
  • Organize, track, and maintain all project documentation
  • Ensure project records remain accurate, complete, and up to date
  • Monitor project timelines and administrative milestones
  • Assist with overall project coordination across multiple simultaneous engagements
• Data Entry & Documentation
  • Perform high-volume, detail-oriented data entry
  • Maintain project information within internal databases and tracking systems
  • Upload, organize, and manage project documentation
  • Generate reports using proprietary reporting software
  • Verify the accuracy and completeness of project information before submission
• Client Communication
  • Communicate professionally with clients via email
  • Prepare and send project-related correspondence during normal business hours
  • Provide project status updates and documentation requests
  • Ensure timely, accurate, and professional written communication
  • Escalate technical or project-specific questions to the appropriate internal team members
• Project Tracking & Systems Management
  • Maintain and update project information within:
    • Master Spreadsheet
    • Trello
    • Texas Architectural Barriers System (TDLR Database)
  • Monitor project progress and administrative requirements
  • Assist with process improvements to increase operational efficiency
  • Ensure documentation complies with internal and regulatory requirements

Qualifications

• 2–5 years of experience in operations, project coordination, administrative support, or a related role
• Excellent written English communication skills
• Strong attention to detail and organizational abilities
• High level of accuracy with data entry and document management
• Advanced proficiency with Microsoft Excel
• Experience using Google Workspace
• Ability to manage multiple projects simultaneously
• Strong time management and prioritization skills
• Ability to recognize when technical questions should be escalated
• Comfortable working independently in a remote environment

Preferred Qualifications

• Experience with project coordination or operations support
• Experience using Trello or similar project management software
• Familiarity with regulatory or compliance documentation
• Previous experience working within architecture, engineering, construction, consulting, or professional services industries
• Experience maintaining large spreadsheets and project tracking systems

Technology & Tools

• Microsoft Excel
• Google Workspace
• Trello
• Texas Architectural Barriers System (TDLR Database)
• Proprietary Report Generator
• Master Spreadsheet

Role Details

• Fully remote position
• Full-time
• Monday–Friday
• 9:00 AM – 5:00 PM CST
• 2–5 years of experience required
• No phone responsibilities; communication is handled primarily through email

What This Role Offers

• Opportunity to support a growing consulting firm with a meaningful public impact
• High-ownership administrative role supporting critical project operations
• Collaborative remote work environment
• Opportunity to streamline processes and improve operational efficiency
• Long-term career growth within a stable and expanding organization

Ideal Candidate Profile

• Highly detail-oriented with exceptional organizational skills
• Excellent written communicator who produces polished, professional emails
• Comfortable managing large volumes of documentation with accuracy
• Proactive problem solver who recognizes when to escalate technical questions
• Self-motivated and capable of managing multiple priorities independently
• Process-driven professional who enjoys creating order and consistency
• Reliable team player committed to delivering high-quality administrative support

Success Metrics

• Accuracy and completeness of project documentation
• Timely processing of project paperwork
• Quality and professionalism of written client communication
• Accuracy of data entered into project tracking systems
• Efficient management of multiple concurrent projects
• Compliance with administrative deadlines and documentation requirements
• Overall operational support provided to the consulting team