Executive Business Operations Specialist (Construction) - 19256

Location: Remote
Schedule: Full-Time | U.S. Business Hours Overlap Required
Compensation Range: (depending on experience, construction background, and operational depth)
Industry: Custom Home Building / Residential Construction
Company: Confidential Custom Home Builder (Teton Valley, Idaho)

We are a growing custom home building company specializing in high-end residential construction projects in the Teton Valley, Idaho market. Our team manages the full lifecycle of custom home projects—from client communication and project coordination to field operations and financial administration.

The business is founder-led, highly entrepreneurial, and currently operates with a lean internal team. As the company continues to scale, we are seeking a highly organized, proactive, and operationally strong Business Operations Coordinator / Executive Assistant to become the administrative backbone of the business.

This person will serve as the right hand to ownership, helping manage day-to-day construction operations, backend workflows, client follow-up, documentation, and financial coordination.

This is not a traditional “calendar management” EA role—it is an operations-heavy role designed for someone who thrives in construction administration, project coordination, and business operations support.

We are looking for a highly organized operator with strong experience supporting construction, custom home building, property management, or real estate development businesses.

You will work directly with ownership to keep the business running efficiently behind the scenes—ensuring proposals are organized, CRM pipelines are updated, invoices are tracked, homeowner documentation is managed, job costing is clean, and vendor/manufacturer submissions are completed accurately.

The ideal candidate brings both administrative excellence and enough construction-industry familiarity to understand project flow, homeowner communication, job costing, and proposal preparation.

We are specifically looking for someone who can bring structure, consistency, and operational maturity to a growing construction business.

• Manage backend operational workflows for custom home building projects
• Organize project photos, site notes, homeowner selections, and construction documentation
• Assist with homeowner proposal preparation and proposal coordination
• Maintain job costing documentation and ensure financial organization across projects
• Track invoices, payments, receipts, and homeowner billing coordination
• Send receipts, expense documentation, and supporting materials to the bookkeeper
• Assist with vendor coordination and administrative support for subcontractors

• Maintain CRM cleanliness and organization across active and past leads
• Manage lead follow-up consistency and re-engagement of older prospects
• Track project stages, sales consultations, and client communication touchpoints
• Ensure proposal status, homeowner updates, and follow-up deadlines are consistently managed
• Support pipeline visibility for ownership

• Assist with manufacturer submissions and warranty documentation (ex: Hardie, vendor warranties, client documentation)
• Maintain internal systems organization across QuickBooks, files, documentation, and project records
• Coordinate operational processes that reduce bottlenecks for ownership
• Improve repeatable systems and create operational efficiency across the business

• 3+ years of experience in:
  • Construction Operations
  • Executive Assistant / Operations Support
  • Project Coordination
  • Custom Home Building Administration
  • Real Estate Development
  • Property Management
  • Residential Construction Administration
• Strong understanding of construction project workflows
• Experience supporting custom home builders, contractors, developers, or construction firms strongly preferred
• Familiarity with homeowner proposal workflows and job costing organization
• Experience with QuickBooks or similar accounting/financial tracking systems
• CRM management experience required
• Strong written and verbal English communication skills
• Exceptional organization and follow-through
• Highly proactive with minimal supervision required

• Experience supporting founder-led businesses
• Knowledge of residential construction terminology
• Familiarity with permits, warranties, manufacturer submissions, and homeowner documentation
• Experience with remote work and digital operations systems
• Background in property management or real estate operations

Ideal Candidate Profile

You are someone who:

• Creates order from chaos
• Understands how construction businesses actually operate
• Can stay ahead of problems before they become urgent
• Loves organization, systems, and operational efficiency
• Is trustworthy with financial and business-sensitive information
• Can communicate professionally with homeowners, vendors, and internal stakeholders
• Wants to become a long-term strategic operator inside a growing business