construction Administrator / operations coordinatorOurAssistants

Location: Work from Home
Type of Employment: Full-time
Work Shift: US Business HoursAbout UsAt OurAssistants, we connect construction, property management, and service-based businesses with top-tier virtual professionals. We're committed to supporting our clients' operations while creating a growth-focused, remote-friendly work environment for our team members. Learn more at ourassistants.com.About the RoleWe are looking for a highly organized and detail-oriented Construction Administrator / Operations Coordinator to support day-to-day construction operations. This role plays a vital part in ensuring that administrative, permitting, and operational processes run efficiently and consistently.You will serve as the backbone of the team - coordinating meetings, managing documentation, maintaining project tracking systems, and supporting procurement, permitting, and client communications to ensure seamless execution across projects.ResponsibilitiesMeetings & Schedule CoordinationCoordinate and facilitate weekly team meetings, ensuring they run on time with prepared agendas.Take meeting notes, track action items, and share updates with team members.Maintain a master project calendar, including deadlines, inspections, and city or client appointments.Send reminders for key deliverables to keep all departments aligned.Project Administrative SupportCollect and review weekly timesheets, ensuring accuracy and completeness.Generate and distribute weekly project status reports.Support procurement activities, including vendor research, quote requests, and order tracking.Maintain logs for change orders, RFIs, permits, and submittals.Keep digital project folders organized with plans, permits, and signed documents.Permitting & CompliancePrepare and submit online permit applications and track their progress.Coordinate inspections and ensure readiness with field teams.Maintain compliance records (e.g., PSL certifications, ADA forms, Statement of Responsibility maps).Communicate with city departments regarding permit status and corrections.Client & Vendor CommunicationSend and follow up on client emails, proposals, and confirmations.Maintain a client communication tracker to monitor project updates.Coordinate with vendors and subcontractors for quotes, W-9s, insurance, and billing.Route inbound messages to the appropriate team members.Financial & Administrative ReportingPrepare weekly Admin & Operations reports summarizing project KPIs.Track payments, invoices, and proposal acceptance dates.Assist with invoice generation and budget tracking for active projects.Reconcile receipts and purchase orders to ensure accurate reporting.Documentation & Systems ManagementMaintain and organize company files in Google Drive.Regularly archive completed project folders.Keep templates, reports, and SOPs up to date.Ensure compliance documents are stored securely and accessible.Team Support & OperationsSupport new hire onboarding and system setup.Track licenses, insurance renewals, and certifications.Act as the main point of contact for administrative or operations-related questions.Process Improvement & Growth EnablementIdentify workflow inefficiencies and propose process improvements.Support the implementation of new tools or project management systems.Maintain dashboards and reports to enhance team visibility.Assist leadership in developing scalable systems for company growth.Requirements2+ years of experience in administrative, operations, or construction coordination roles.Strong understanding of construction workflows, permitting, and inspection processes.Proficient in Google Workspace (Docs, Sheets, Drive) and project management tools (e.g., Asana, Monday.com).Experience with QuickBooks or similar systems for invoice tracking and budget reporting.Excellent communication and coordination skills with internal and external stakeholders.Strong organizational skills with the ability to manage multiple tasks and deadlines.Additional RequirementsMust be currently residing in the Philippines or Latin AmericaMust have a stable internet connection and a remote-ready workstationCompensation and BenefitsCompetitive salaryPermanent work-from-home setupOpportunities for professional development and career advancementSupportive and collaborative work environment
OurAssistants

Philippines
Permanent
Full-time