Lead operation/Estimator

Military Spouse Corporate Career Network•Charlotte, NC

1d•Hybrid

About The Position

We are a growing paint and maintenance company serving property managers, investors, and asset owners across the Charlotte metro. We are looking for a 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. This is not an entry-level admin role. You will 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.

Requirements

General maintenance knowledge
Problem solving skills
Ok with 3 days in office
Proactive
Computer literate
Handy
Attention to detail
Motivated to learn and grow
Has vehicle
Committed to growth
Ok with background check
Strong English communication, written and verbal
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

Nice To Haves

Bilingual (English/Spanish) strongly preferred — supports direct communication with our Spanish-speaking field technicians

Responsibilities

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.
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.
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.
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.
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.
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.
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.
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.