Construction Operations Coordinator & Estimating Assistant

ABOUT TAAJ BUILDERS
TAAJ Builders is a growing New Jersey general contracting company specializing in custom homes, additions, renovations, and residential construction.

We are looking for a reliable, organized, and proactive Construction Operations Coordinator & Estimating Assistant to work directly with the owner and help manage the day-to-day operations of our construction business.

This is not a basic data-entry position. We need someone who can take ownership of tasks, coordinate with subcontractors and customers, stay on top of deadlines, handle administrative responsibilities, and help prepare construction estimates.

CONSTRUCTION PROJECT COORDINATION
Coordinate subcontractor schedules and confirm start dates. Schedule customer appointments, site visits, and project meetings. Coordinate material deliveries, dumpster deliveries and swaps, equipment rentals, and other jobsite services. Follow up with subcontractors and suppliers to confirm scheduling and availability. Maintain project schedules and track upcoming deadlines across multiple projects. Identify scheduling conflicts and outstanding items before they become problems. Provide regular project status updates to the owner.

SUBCONTRACTOR COORDINATION AND PAYMENT SCHEDULING
Prepare and send subcontractor agreements using company templates. Collect W-9s, certificates of insurance, invoices, and other required documents. Track subcontractor contract amounts, invoices, payment milestones, and remaining balances. Maintain a subcontractor payment schedule based on contract terms and completed work. Follow up on missing paperwork, invoices, and completion confirmations. Prepare payment summaries for the owner to review and approve. Maintain organized records of subcontractor costs and project commitments.

CUSTOMER COMMUNICATION
Communicate with homeowners by phone, email, and text. Schedule consultations, appointments, site visits, and project updates. Send appointment confirmations and routine project updates. Follow up with customers regarding material selections, approvals, documents, and outstanding decisions. Help answer incoming calls and screen new construction leads. Collect basic project information and schedule consultations. Escalate questions requiring the owner's approval.

BILLING AND BACK-OFFICE ADMINISTRATION
Assist with preparing customer invoices and organizing billing information. Track invoice dates, due dates, payment milestones, outstanding balances, and follow-up reminders. Help prepare progress billing based on approved contracts and completed milestones. Organize receipts, vendor invoices, subcontractor invoices, and project expense records. Assist with bookkeeping preparation and maintain accurate project records. Help track customer payments and outstanding invoices. Experience with QuickBooks, Jobber, or construction billing is preferred.

JOBTREAD AND PROJECT MANAGEMENT
Learn and maintain our JobTread project management system. Update project schedules, budgets, estimates, documents, tasks, and project information. Organize proposals, contracts, change orders, selections, and construction documents. Help track job costs, outstanding tasks, and project deadlines. Maintain organized digital files and help improve company workflows.

Previous JobTread experience is a plus, but we are willing to train the right candidate.

TOWNSHIP, PERMIT, AND ZONING COORDINATION
Contact New Jersey townships and municipal offices by phone and email. Follow up with construction departments, zoning offices, and permit coordinators regarding application status and outstanding requirements. Request updates on permits, zoning applications, inspections, and required documentation. Ask administrative questions about submission procedures, application requirements, fees, and review timelines. Maintain a tracking sheet for permits, applications, inspections, and follow-up dates. Document township communications and report updates to the owner. Follow up consistently until a response or resolution is received.

BLUEPRINT REVIEW AND CONSTRUCTION ESTIMATING
Review residential construction blueprints and architectural drawings. Help identify project scope, dimensions, material quantities, and major construction components. Assist with quantity takeoffs and preliminary material calculations. Help prepare draft estimates and line items in JobTread. Research material pricing and obtain supplier and subcontractor quotes. Organize estimates by construction phase, trade, labor, materials, and allowances. Compare quotes and identify discrepancies or missing scope. Help prepare customer proposals, scope descriptions, and estimate revisions. Maintain organized records of drawings, specifications, quotes, and estimate versions.

Construction estimating and blueprint-reading experience is strongly preferred. Final pricing, margins, allowances, and customer proposals must be reviewed and approved by the owner before being issued.

U.S. PHONE NUMBER AND CALLING REQUIREMENTS
This position requires regular communication with U.S.-based subcontractors, customers, suppliers, and municipal offices.
The candidate must be comfortable making and receiving calls during U.S. business hours. TAAJ Builders will provide access to a company-approved U.S. business phone system, potentially with a local New Jersey area code. The candidate must be able to manage calls, voicemail, and text messages using the assigned system. A reliable internet connection, working computer, and quiet environment for professional calls are required.

You do not need to personally own a U.S. phone number. The company will discuss the phone setup during onboarding.

REQUIREMENTS
Previous experience supporting a U.S. construction company, general contractor, remodeling company, or similar business is strongly preferred. Excellent written and spoken English is required. The candidate must have strong organizational, scheduling, and follow-up skills and be comfortable communicating with customers, subcontractors, vendors, and government office staff. The ability to manage multiple projects, maintain accurate records, work independently, and learn new software is essential.

PREFERRED EXPERIENCE
Residential construction or remodeling experience, blueprint reading, construction estimating, JobTread, Buildertrend, JobNimbus, QuickBooks, Jobber, subcontractor scheduling, construction contracts, invoices, payment milestones, U.S. building permits, zoning applications, municipal coordination, material takeoffs, supplier pricing, and U.S. customer phone support are all beneficial.

WORK SCHEDULE

Approximately 20–25 hours per week to start, with potential for increased hours as the company grows.

Applicants must be available for meaningful overlap with New Jersey business hours, Monday through Friday. Please state your availability in U.S. Eastern Time.

COMPENSATION AND GROWTH

Compensation is $6.50 USD per hour, depending on experience and qualifications.

We are looking for someone interested in a long-term working relationship. As TAAJ Builders grows, there may be opportunities to take on additional responsibilities in construction operations, estimating, and project administration.

HOW TO APPLY
Please provide a brief introduction, your resume, and a summary of your experience supporting a U.S. construction or remodeling company. Explain which construction software you have used, including any JobTread experience. Describe your experience reading blueprints, preparing quantity takeoffs, building estimates, coordinating subcontractors, handling billing, following up on permits, or scheduling material deliveries. Include your desired hourly rate and your availability in U.S. Eastern Time.

ATTENTION-TO-DETAIL SCREENING QUESTION

Start your application with the word BUILDER.

A subcontractor is scheduled to start tomorrow, a material delivery has not been confirmed, and a township has not responded to a permit question. What would you do first, and how would you track all three items?

Applications that do not follow these instructions may not be considered.