Office Manager, Project Coordinator

Summary

Join a San Francisco-based design and build home remodeling company as their remote Office Manager/Project Coordinator, based in Mexico City. This role requires overseeing daily coordination of leads, project timelines, documentation, and internal communications. You will be responsible for managing project flow, communicating with clients, scheduling meetings, ensuring team accountability, and organizing documents. The position demands strong organizational skills, excellent communication, and the ability to thrive in a fast-paced environment. Weekly in-person collaboration in Mexico City is required. This is a full-time, long-term independent contractor position with a competitive salary.

Requirements

• Fluent English speaker with excellent written and verbal communication skills
• Experienced office/project administrator who has worked independently and reliably
• Possesses a strong sense of ownership and initiative—knows how to push projects forward without micromanagement
• Maintains high energy, a positive attitude, and resilience under pressure
• Comfortable working in a fast-paced environment with fluctuating priorities
• Excellent with organization, task-tracking, and follow-through
• Able to hold others accountable and maintain strong cross-functional communication
• Ideally located in Mexico City (required for once-a-week in-person work)

Responsibilities

• Own day-to-day coordination of project flow and follow-ups across the production pipeline
• Communicate with prospective clients (leads) and coordinate meetings with project managers
• Manage appointment setting, confirmations, and reminders for all key stakeholders
• Ensure team accountability—track tasks, deadlines, and communications across multiple projects
• Organize and file digital documents, contracts, and relevant project files
• Be a proactive problem solver who brings solutions, not questions
• Collaborate weekly in-person in Mexico City to align on ongoing project priorities
• Respond quickly and flexibly to early morning or evening needs (i.e., inspectors, permits, agreements)

Preferred Qualifications

• Experience in construction, architecture, interior design, or event production
• Background in high-stress or high-responsibility environments (e.g., startups, military, agency)
• Familiar with digital collaboration tools (Google Suite, Slack, Trello, etc.)
• Experience managing leads, scheduling, or CRM systems

Benefits

• Competitive Salary
• Remote Mexico City. (Meeting 1-3 times a month in person in CDMX)
• Monday through Friday, 8 am to 5 pm (+/- 1 hour accepted) - PST