Lead Operations/Estimator

We're a growing paint and maintenance company serving property managers, investors, and asset owners across the Charlotte metro. We're looking for an 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. Bilingual preferred but not required

Only apply if you meet these requirements

General maintenance knowledge
Problem solving skills
Training to be held in office
Proactive
Computer literate
Handy
Attention to detail
Motivated to learn and grow
Bilingual-preferred
Has vehicle
Has license
Committed to growth
Ok with back ground 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 sub contractors, 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

1. 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

2. 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

3. 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

4. Over see 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)

5. 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

6. 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

7. 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

8. 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 Business
Google Workspace
Smrtphone
Internal SOPs, pricing guides, and scripts

PERFORMANCE 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

HOURS

Monday–Friday, 8:30 AM – 5:00 PM Eastern (Daily 8:30 AM team standup — in-person or video)

Pay: $55,200.00 - $63,000.00 per year

Benefits:

• Paid time off

Work Location: Hybrid remote in Charlotte, NC 28215