Lead Estimator

Lead Operations/Estimator (Bilingual Preferred)We're a growing paint and maintenance company serving property managers, investors, and asset owners across the Charlotte metro. We're looking for a Lead Operations/Estimator to become the central hub of daily operations. This is a remote job with hybrid admin work as well as field work. Only apply if you meet these requirements: General maintenance knowledge, problem solving skills, okay with 3 days in office, proactive, computer literate, handy, attention to detail, motivated to learn and grow, bilingual-preferred, has vehicle, committed to growth, okay with background check.This is not an entry-level admin role. You'll be trained to run point on the same responsibilities currently handled by ownership — including managing subcontractors, managing work orders, sending emails, generating estimates, managing property manager relationships, property inspection, and making pricing decisions within company guidelines. Over time, this role has real growth potential into a senior operations leadership position. This position will start as contract to permit.You will be the central communication hub between: Property managers, tenants, subcontractors, ownership.Core Responsibilities:Work Order Intake & Scheduling: Monitor company inboxes and property manager portals (AppFolio, Meld) for incoming work orders. Enter work orders into Housecall Pro with complete details: issue type, address, tenant info, instructions, photos, deadlines. Call tenants to schedule access windows. Confirm scheduling with subcontractors and coordinate return visits/callbacks.Estimating & Pricing: Learn and apply the company's pricing model to generate accurate client-facing estimates from contractor bids. Review subcontractor quotes for completeness and reasonableness before submitting estimates to property managers. Flag any job that requires ownership approval (scope changes, jobs exceeding maintenance limits, unhappy client situations). Ensure every estimate line item includes a specific location and clear scope (e.g., "Master Bathroom — Recaulk Tub") so techs and inspectors know exactly what's expected.Property Manager & Client Relationship Management: Serve as a primary point of contact for our property manager clients — status updates, scheduling, and day-to-day communication. Build trust and rapport with PM contacts to support long-term account retention and growth. Escalate cost changes, client concerns, or unusual situations to ownership promptly.Oversee Vendor Dispatch & Coordination: Dispatch work orders to subcontractors via WhatsApp using company templates. Track responses, confirm acceptance, and follow up if no response within 10–15 minutes. Monitor job progress, ETA updates, and completion confirmations. Communicate with our Spanish-speaking field team as needed (see Bilingual note below).Tenant & Client Communication: Answer inbound calls from tenants and property managers; return missed calls promptly. Provide status updates, ETA windows, and job confirmations. Maintain professional, courteous, concise communication at all times.Job Documentation & Quality Control: Ensure vendors submit before/after photos and complete job descriptions. Upload documentation to Housecall Pro. Follow up immediately on incomplete or missing information. Support quality check sign-off process before jobs are marked complete.Light Handyman Support (as needed): During high-volume periods, be available to personally handle small handyman tasks (minor repairs, touch-up paint, basic fixture work) to keep jobs moving when subcontractor capacity is tight. This is a backup function, not a primary responsibility — but comfort with basic hands-on work is a real asset.Admin & Operations Support: Maintain SOP checklists. Perform basic invoice accuracy checks (not full bookkeeping). Maintain internal task lists, follow-ups, and reminders. Work closely with ownership to identify and streamline workflow gaps.Required Skills & Experience:Strong English communication, written and verbal.Bilingual (English/Spanish) strongly preferred — supports direct communication with our Spanish-speaking field technicians.Experience with Housecall Pro or similar platforms (ServiceTitan, Jobber, Workiz).Experience in property management, maintenance coordination, or construction scheduling strongly preferred.Comfort reviewing contractor estimates and understanding basic pricing/margin concepts (training provided on our specific model).Strong phone presence — friendly, organized, calm under pressure.Ability to multitask across calls, messages, email, and multiple software platforms.Fast, accurate data entry.Reliable, punctual, and consistent — this role is the backbone of daily operations.Basic handyman skills a plus, not required.Systems You'll Use (Training Provided):Housecall Pro (HCP)Meld (property manager communication)AppFolio (work order intake)WhatsApp BusinessGoogle WorkspaceSmartphoneInternal SOPs, pricing guides, and scriptsPerformance Expectations:Fast response times — no waiting long for updates.Accurate job entry with zero missing details.Strong, proactive follow-up with tenants, vendors, and property managers.Keeps jobs moving without ownership intervention.Clear, consistent documentation.Builds toward independently owning estimates and PM relationships within the first few months.