Project Coordinator & Operations Assistant - Independent Contractor / 1099
Timberland Structural is a small residential structural engineering company looking for an independent contractor to help with project coordination, client communication, inbox organization, and internal project tracking. This is not an engineering role. The main purpose of this role is to help keep projects organized from intake through completion, make sure client communication is moving, track missing items, and help prevent emails and tasks from falling through the cracks. We are looking for someone proactive, organized, and comfortable managing multiple small projects at once. This is not a role where you will only wait for assigned tasks. We need someone who can look at the inbox and project board, identify what is needed, follow up with clients or builders, and flag items that need review. Responsibilities include:
- Reviewing project-related emails and helping organize them by project
- Updating project statuses in ClickUp or similar project management software
- Tracking what each project is waiting on, such as drawings, photos, CAD files, truss designs, payment, or client responses
- Drafting client follow-up emails and status updates
- Helping prepare project folders and keep project information organized
- Coordinating between the owner, drafter, engineer, builders, homeowners, and other project contacts
- Flagging urgent, technical, or decision-based items for review
- Helping create a clearer workflow so active projects do not get lost in the inbox
Ideal experience:
- Project coordination, operations, administrative, or executive assistant experience
- Experience in construction, architecture, engineering, permitting, real estate, or a contractor’s office is a plus
- Experience with ClickUp, Asana, Monday, Missive, Outlook, Google Workspace, or similar tools is helpful
- Strong written communication skills
- Comfortable following up with clients and keeping people updated
- Detail-oriented and able to manage multiple moving pieces
The right person for this role is:
- Proactive
- Organized
- Calm under pressure
- Comfortable asking clarifying questions
- Good at written communication
- Able to notice when something is missing or stuck
- Comfortable helping create and improve systems
This is a 1099 independent contractor role. Hours may vary based on workload, but the role will likely start around 5–10 hours per week with the potential to grow if it is a good fit. Pay: $25.00 - $35.00 per hour Work Location: Remote