Executive Business Operations Specialist
(Custom Home Building & Construction Operations)

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)

About the Company

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.

The Role

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.

Key Responsibilities

Construction Operations Support

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

CRM & Pipeline Management

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

Administrative & Compliance Support

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

Required Qualifications

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

Preferred Qualifications

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

Executive Business Operations Specialist (Construction) - 19256