Design Operations Specialist

3 weeks ago

Cape Town, Western Cape, South Africa Unbottleneck® Full time

We are seeking a highly skilled Design Operations Specialist to join our team at Unbottleneck. As a key member of our build management team, you will be responsible for coordinating projects with accuracy, transparency, and a customer-focused approach. This role is essential to our operations, involving job estimating, vendor management, bookkeeping, app support, and project documentation.

Key ResponsibilitiesEstimating & Job Costing:
  • Prepare Competitive Job Estimates: Efficiently prepare job estimates that meet project standards and timelines, ensuring data-driven transparency to optimize project cost estimations.
  • Job Cost Database Management: Maintain an up-to-date database of job costs, continually refining it for accuracy, to inform sales presentations and project planning.
  • Collaborate on Sales Presentations: Work with the sales team to develop data-driven presentations, providing transparency on project costs and timelines to clients.
Vendor Coordination & Support:
  • Vendor Information Management: Collect and maintain all subcontractor and supplier information, including contracts, insurance details, and rates, to ensure compliance and effective vendor management.
  • Vendor Accountability: Hold vendors accountable to company policies, making recommendations for hiring or termination based on performance and compliance.
  • Supplier Negotiations: Negotiate discounts with suppliers, using contractor license numbers where applicable, to optimize project costs.
  • Payment Management: Ensure timely payments to all vendors and service providers, from local suppliers to national partners, to maintain strong relationships and ensure project delivery.
Bookkeeping & Financial Tracking:
  • Financial Ledger Management: Maintain AR/AP ledgers and input transactions in QuickBooks Online (QBO), ensuring accurate and timely financial reporting.
  • Payment Schedules: Oversee payment schedules and perform audits on job costs and vendor payments to ensure compliance and accuracy.
  • Cost Analysis: Calculate and analyze labor and material rates for cost-effectiveness, informing project planning and vendor negotiations.
Project Progress Monitoring:
  • Virtual Site Inspections: Conduct virtual site inspections, reporting regularly on project progress to the team and stakeholders, to ensure transparency and effective project management.
  • Project Updates: Capture and archive photos and videos from site visits, sharing updates with relevant stakeholders to maintain open communication.
  • Support Ticket Management: Support the company's customer support system by documenting and resolving support tickets, ensuring timely and effective issue resolution.

App Support & Training Resource Development:

  • Technical Support: Provide technical and customer support for our app, assisting clients and internal users with contract signing, payment processes, and general app functionality.
  • App Development Needs: Define and communicate app development needs to the Product Manager, relaying user feedback and potential improvements to inform product development.
  • Training Resource Development: Develop comprehensive training resources and help documentation for clients, designers, and builders, ensuring effective onboarding and support.

Competencies and Skills:

  • Project Coordination Experience: Proven experience in project coordination in the housing, construction, or property industry.
  • QuickBooks Experience: Proven experience in bookkeeping using QuickBooks Online.
  • Language Skills: Fluency in Spanish is a plus.
  • Problem-Solving Skills: Observant and solution-oriented, with a proactive attitude toward problem-solving.
  • Community Involvement: Interest in engaging with advisory boards or community organizations is a plus.
  • Flexible Work Arrangements: Available for flexible hours with manager approval and one weekend per month.
  • Creative Mindset: A creative mindset, with an appreciation for design, art, or related projects.

Other Requirements:

  • Reliable Internet Connection: A reliable high-speed fiber internet connection (minimum 75-100Mbps).
  • Computer Equipment: A personal laptop or desktop computer, and an external monitor.
  • Backup Power Supply: A sufficient backup power supply to manage potential power outages.
  • Headset: A high-quality headset with a built-in microphone.
  • Time Zone Flexibility: Flexibility to work hours that align with the client's time zone.

Salary: The estimated salary for this position is $65,000 - $85,000 per year, depending on experience and location.

Location: This position is remote and can be performed from anywhere in the United States.

Benefits: Unbottleneck offers a comprehensive benefits package, including health, dental, and vision insurance, 401(k) matching, and paid time off.

Unbottleneck: Unbottleneck is a leading provider of home design and construction services, committed to delivering high-quality projects and exceptional customer service.

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