Everton Ridge Homes

Production & Administrative Support Coordinator

Location: Remote - Regular availability during agreed Pacific Time collaboration hours is required. 

Build the Brand Behind Exceptional Homes

Everton Ridge Homes is proud to be recognized as the Builder of Choice in the Okanagan. Since 2012, we've built a reputation for exceptional customer service and quality craftsmanship, creating homes that reflect the Okanagan lifestyle and stand the test of time. Our mission is to be the Builder of Choice in the Okanagan Valley, guided by our core values of Kaizen (continuous improvement), Accountability, Professionalism, and Community Involvement.

We're looking for a highly organized, proactive, and brand-conscious Production & Administrative Support Coordinator to support leadership and our production team across administrative coordination, sales, pre-construction, estimating, project management, CRM management, and marketing. This is a remote, results-driven support role designed to reduce administrative burden on leadership and production teams while improving organization, responsiveness, and execution consistency across the business.

You'll support sales, pre-construction, estimating, and project management through strong coordination, CRM discipline, document control, and communication workflows. You'll also help transform existing photos, videos, project updates, ideas, voice notes, and leadership messaging into polished, professional marketing content. Performance, reliability, attention to detail, and consistent communication are essential to success in this role.

Our audience values thoughtful, sophisticated, informative content. Our approach emphasizes polished, authentic communication rather than trend-driven, fast-paced social media marketing. 

Key Responsibilities

Communication & Coordination

• Organize assigned inboxes daily and flag urgent communications
• Draft responses for review and help ensure timely client and trade communication
• Schedule and confirm meetings
• Send reminders and assist with weekly look-ahead reviews
• Prepare clear written summaries, action items, and follow-ups
• Convert leadership voice notes, ideas, and informal instructions into organized next steps
• Track outstanding items and proactively follow up as needed

CRM & Pipeline Management

• Enter and maintain leads and relevant information in HubSpot and Buildertrend
• Maintain accurate, organized CRM records
• Track follow-ups and help ensure leads do not stall because of missed communication
• Support sales and marketing pipeline organization
• Maintain organized contact, lead, and marketing information

Document Control & Production Support

• Maintain drawing revision logs and version control
• Organize drawings, renderings, technical files, and related project documentation
• Maintain structured digital filing systems for efficient access
• Support leadership and project managers with administrative production coordination

Estimating & Bid Coordination

• Issue bid requests to trades and suppliers as directed
• Follow up on outstanding trade pricing
• Assist with bid comparison sheets
• Provide material take-off support as assigned
• Organize estimating information and supporting documentation
• Help improve consistency and timeliness throughout the bid process

Social Media & Content Creation

• Create, edit, format, and schedule content primarily for Facebook and Instagram
• Turn supplied photos, videos, project updates, ideas, and messaging into polished social media content
• Use Canva to create professional, visually consistent graphics and branded materials
• Capture and maintain the company owner's tone, perspective, and messaging
• Showcase the company, its people, building process, completed homes, craftsmanship, and overall brand
• Write clear, engaging captions appropriate for our audience
• Maintain a consistent and organized content calendar

Qualifications

• Highly organized, detail-oriented, proactive, and dependable
• Strong written English communication skills
• Ability to turn ideas, voice notes, or rough messaging into clear, polished written content
• Comfortable managing multiple priorities and deadlines independently
• Experience with HubSpot, Buildertrend, or similar CRM/project-management systems
• Comfortable working in cloud-based systems and maintaining organized digital files
• Strong working knowledge of Canva
• Comfortable managing Facebook and Instagram business accounts
• Good visual judgment and an eye for clean, professional design
• Ability to understand and maintain an established brand voice
• Ability to maintain accurate records and consistently follow up on outstanding items
• Residential construction experience preferred
• Experience with estimating, bid coordination, document control, real estate, homebuilding, luxury products, or professional services is an asset
• Ability to maintain the agreed Pacific Time business-hour overlap

Performance Expectations (What "Great" Looks Like)

• Client and trade follow-ups are tracked and completed consistently
• CRM records and pipeline information remain clean, accurate, and current
• Drawing revisions and project documents are clearly organized
• Leadership and project managers spend less time on routine administrative coordination
• Bid requests and trade pricing follow-ups are handled consistently and promptly
• Leadership ideas and instructions are translated into clear next steps
• Everton Ridge Homes maintains a consistent, polished social media presence
• Content clearly communicates who we are, what we build, and what makes us different
• Marketing materials remain organized, on-brand, and ready to publish
• Communication is professional, proactive, and reliable
• Recurring workflows are documented and continuously improved

Pay and Benefits

• Engagement Type: Independent Contractor
• Pay: $8 to $12 USD per hour, based on experience and qualifications
• Approximately 35-40 hours per week, based on business needs and agreed deliverables. 
• Availability: The contractor determines when and how the work is performed, subject to agreed deadlines, meetings, and defined collaboration windows overlapping with Pacific Time. 
• Opportunity to grow alongside an established and expanding residential homebuilder

Why Everton Ridge Homes?

This role provides an opportunity to work closely with leadership and contribute across multiple areas of an established residential homebuilding business. Your work will help improve day-to-day organization, maintain consistent communication, support sales and production workflows, strengthen our digital presence, and allow leadership and project managers to focus more of their time on building exceptional homes. We're looking for someone who takes ownership of details, follows through consistently, communicates professionally, and enjoys turning information and ideas into organized action.

Everton Ridge Homes provides equal opportunity to all applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.