Residential Project Coordinator
USA Floor Surfaces is a growing residential concrete resurfacing company serving homeowners throughout Miami-Dade, Broward, and Palm Beach counties.
We are hiring a highly organized, responsive, and detail-oriented Residential Project Coordinator to manage the administrative and scheduling side of every sold project.
This person takes ownership of the project immediately after the sale is completed and ensures that the customer, installer, field manager, schedule, CRM, project documents, payments, and internal team all remain properly coordinated through final closeout.
This is not an onsite construction management position. The Project Coordinator works closely with our Field Project Managers, who are responsible for subcontractor supervision, workmanship, and onsite quality control.
What you will be responsible for:
Sold-job review and preparation
- Review every sold project before it is approved for scheduling
- Verify that the contract is signed and required payment has been received
- Review project scope, square footage, surfaces, colors, patterns, add-ons, customer restrictions, and sales notes
- Identify missing or conflicting information and return incomplete projects to the appropriate team member
- Ensure every project has a complete and accurate job file
Installer wholesale calculations
- Use the company’s pricing Google Sheet to calculate the approved wholesale amount paid to the installer
- Verify that the wholesale calculation matches the contract scope, square footage, services, preparation requirements, and additional work
- Create a clear breakdown of the installer’s approved compensation
- Record the wholesale amount in the appropriate company system
- Escalate pricing exceptions, unusual projects, or discrepancies before assigning the job
- Never independently alter company wholesale rates or promise additional installer compensation
Scheduling and installer coordination
- Maintain the company’s master installation calendar
- Coordinate installation dates with customers, subcontractor crews, and Field Project Managers
- Confirm installer availability before placing a job on the calendar
- Estimate project duration based on company scheduling guidelines
- Prevent double-booking and avoid scheduling beyond available production capacity
- Handle weather delays, customer restrictions, crew conflicts, and rescheduling
- Confirm upcoming projects with all parties
Customer communication
- Contact customers promptly after their sale is completed
- Introduce the installation process and explain what happens next
- Serve as the customer’s primary contact for scheduling, routine updates, paperwork, and administrative questions
- Respond to customer calls, texts, and emails with urgency
- Communicate delays or scheduling changes before the customer has to ask
- Escalate technical, workmanship, or serious customer concerns to the Field Project Manager or management
CRM and project administration
- Manage the Project Management pipeline in GoHighLevel
- Keep project stages, custom fields, tasks, notes, dates, and customer records accurate
- Ensure CompanyCam projects have been created and properly organized
- Track design approvals, start confirmations, progress updates, punch lists, completion, and final payment
- Document all important customer and installer communication
- Ensure no project is marked complete while work, documentation, payment, or customer concerns remain outstanding
Payment and closeout coordination
- Track deposits, financed payments, final balances, and payment status
- Coordinate final-payment collection with the customer and Field Project Manager
- Verify that payments have been properly recorded
- Track unresolved punch-list work
- Complete the administrative closeout once the Field Project Manager confirms the physical project is complete
- Ensure warranty and aftercare information is delivered
This role is NOT responsible for
- Supervising subcontractor workmanship onsite
- Making technical installation decisions
- Conducting primary quality-control inspections
- Approving unpriced scope changes
- Independently changing installer compensation
- Selling additional work without authorization
Required qualifications
- At least two years of experience in project coordination, construction scheduling, home-service operations, dispatching, or a similar position
- Excellent customer-service and communication skills
- Strong organizational and follow-up ability
- Comfortable managing multiple active projects simultaneously
- Experience using a CRM or project-management platform
- Strong Google Sheets or Microsoft Excel skills
- Comfortable performing accurate pricing and payout calculations
- Able to identify missing information and resolve problems before they create delays
- Consistently responsive during business hours
- Able to communicate professionally with customers, subcontractors, field employees, and company leadership
- High attention to detail and personal accountability
Preferred qualifications
- Residential construction or home-improvement experience
- Experience with GoHighLevel, CompanyCam, JobNimbus, Buildertrend, ServiceTitan, or a comparable platform
- Experience scheduling subcontractor crews
- Experience calculating job costs or subcontractor payouts
- English and Spanish bilingual ability
- Familiarity with South Florida geography
The right person for this role
You will be successful in this position if you:
- Work with urgency
- Communicate before others have to follow up with you
- Keep extremely accurate records
- Enjoy organizing schedules and solving logistical problems
- Are comfortable holding others accountable for missing information
- Can handle multiple priorities without becoming disorganized
- Do not allow unfinished tasks to disappear
- Take ownership from the moment a project is sold through administrative closeout
Compensation
- $60,000–$70,000 annual base salary
Growth Opportunity:
USA Floor Surfaces is building a scalable production department throughout Southeast Florida, with plans to expand into additional Florida markets. This role has the potential to develop into a Senior Project Coordinator, Production Operations Manager, or other production leadership position.
Pay: $60,000.00 - $70,000.00 per year
Work Location: Remote
