Client Communication & Project Management (OS)

This is a remote position.

Role Objectives:

• Manage all client communications across both the design and panel supply businesses ensuring 24-hour response times to all inquiries.
  

• Coordinate and schedule client meetings consultations and project milestones proactively.
  

• Follow up with clients throughout the design and supply process to maintain consistent communication flow.
  

• Qualify incoming leads from various sources to identify serious prospects versus casual inquiries.
  

• Prepare and send project kickoff emails using templates including client surveys and Pinterest board setup.
  

• Track and manage project timelines ensuring all stakeholders (clients engineers overseas local consultants) meet deadlines.
  

• Coordinate with overseas engineers for panel system engineering and local consultants for design aspects.
  

• Maintain systematic follow-up processes to prevent clients from having to chase for updates.
  

• Create and maintain consistent marketing content and lead generation activities.
  

• Document all processes and client interactions for quality control and business system development.
  

• Support invoice tracking and administrative tasks related to both business streams.
  

• Assist with systematic marketing efforts to reduce reliance on reactive lead generation.
  

• Primary focus on communication and compliance aspects of the business triangle (communication creativity compliance).
  

• Support both the design business (currently 70% of time) and the panel supply business (currently 30% of time growing to 50%).
  

• Work with a diverse client base including builders (primary revenue source) and owner-builders (50% of inquiries).
  

• Manage projects involving high-performance passive house designs with specialized testing requirements (blower door testing thermography 3D scanning).
  

• Coordinate complex supply chain involving overseas panel manufacturing and local installation.
  

• Support business goal of achieving two projects per month for each business stream (four total projects monthly).
  

• Handle both residential and commercial project types with varying complexity levels.
  

• Work within established business values and decision-making criteria (to be refined during onboarding).
  

• Collaborate with future operations manager for the design business as business structure evolves.
  

• Support quality control processes including systematic client communication and project auditing.
  
  

Requirements:

• Strong written and verbal communication skills with the ability to maintain professional client relationships.
  

• Experience with project management and client coordination preferably in construction design or related industries.
  

• Strong organizational skills with attention to detail and ability to manage multiple projects simultaneously.
  

• Understanding of construction/design processes and terminology preferred.
  

• Experience with systematic follow-up processes and client relationship management.
  

• Ability to work independently while maintaining consistent communication with business owner.
  

• Comfortable with screen recording tools and creating process documentation.
  

• Flexibility to adapt to evolving business needs as the panel supply stream grows.
  

Nice to Have:

• Proficiency with digital tools including email marketing platforms project management software and CRM systems.
  

• Ability to work across multiple time zones (coordinating with overseas engineers).
  

Independent Contractor Perks

• HMO Coverage for eligible locations
  
• Permanent work from home
  
• Immediate hiring