Administrative Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Deliver remote administrative assistance to the Operations Manager and Project Management team.

• Prepare, organize, and monitor construction submittals, RFIs, and associated project documentation.

• Maintain precise logs for submittals, RFIs, project action items, compliance, and electronic records.

• Follow up with project teams, subcontractors, suppliers, and general contractors regarding pending documentation.

• Organize project files, drawings, correspondence, and records using SharePoint, Microsoft Teams, and Procore.

• Assist in the preparation of project closeout packages, including warranties and operation & maintenance manuals.

• Request and monitor certificates of insurance, W-9 forms, licenses, and other subcontractor documents.

• Gather certified payroll documentation and assist with LCPtracker entries when authorized.

• Prepare standard subcontract packages and track the status of signatures and execution.

• Monitor safety training certifications, expiration dates, site access, badging, and project-specific onboarding requirements.

• Update administrative trackers, project timelines, and task lists.

• Coordinate meetings and prepare agendas along with follow-up notes.

• Assist with digital onboarding documentation for employees and maintain approved personnel records.

• Track renewals of company licenses, registrations, and certifications.

• Draft professional correspondence, forms, reports, and internal communications.

⛳️ Requirements

• Bachelor’s degree in Business Administration, Office Administration, Construction Management, Engineering, or a related field is preferred.

• Over 2 years of experience in administrative support, project coordination, or document control, ideally within the construction sector.

• Excellent verbal and written communication skills in English.

• Capability to work overnight/graveyard shifts in Philippine time or during US operating hours.

• Strong proficiency in Microsoft Office (Excel, Outlook, Word) and Microsoft Teams.

• Familiarity with Procore, SharePoint, or similar document management systems is preferred.

• Knowledge of construction RFIs, submittals, and closeout documentation is advantageous.

• Understanding of subcontractor compliance requirements (COIs, W-9s, licenses) is a plus.

• Familiarity with federal construction documentation, certified payroll, or LCPtracker is an added advantage.

• Ability to work autonomously, prioritize tasks effectively, and adhere to deadlines without constant supervision.

🏝️ Benefits

• Competitive salary packages that lead the industry.

• Permanent remote work arrangement.

• Company equipment provided for your work needs.

• Employer contribution to government-mandated benefits.

• Internet stipends available upon regularization.

• HMO coverage accessible upon regularization (with an option to enroll as early as Day 1).

• Paid time off credits and service incentive leaves.

• Major company live events in spring and winter.

• Monthly virtual events to appreciate employees.

• Access to company-sponsored career skills training courses.

• A workplace culture dedicated to your personal and professional development.