Construction Operations, Administrative Assistant

This is a fully remote position, open to applicants anywhere in the world.

📋 Description

• Oversee a designated company email account for invoices, receipts, Certificates of Insurance (COIs), and vendor documentation.

• Review, organize, and distribute incoming documents and invoices.

• Assign appropriate project and cost codes while flagging items that need client approval.

• Keep digital files and project documentation well-organized.

• Request and monitor Certificates of Insurance, W-9 forms, Workers’ Compensation documentation, and other records from subcontractors.

• Track expiration dates and follow up on outstanding compliance requirements.

• Assist with utility service requests, permit applications, and associated documentation.

• Monitor permit approvals, inspections, and requirements for project closeout.

• Aid in construction takeoffs, quantity calculations, estimates, proposals, and bid preparations.

• Gather and organize pricing and proposals from subcontractors and vendors.

• Place orders for materials and products with approved vendors.

• Verify pricing, availability, and deliveries while following up on delayed orders.

• Review and update project schedules in Monday.com.

• Track milestones, inspections, deliveries, and project tasks.

• Distribute plan sets and project information to subcontractors.

• Maintain job-open checklists, designer selections, project folders, and procurement records.

• Communicate with clients and teams via Gmail and Slack.

• Utilize ChatGPT, Claude, and other approved AI tools to summarize information, create drafts, and enhance workflows.

• Provide ongoing operational and administrative support within defined scopes of work.

⛳️ Requirements

• Prior experience in administrative, operations, or project coordination is necessary.

• Construction industry experience is strongly preferred.

• Experience supporting contractors, builders, subcontractors, or construction projects is preferred.

• Familiarity with construction documentation and project coordination is preferred.

• Experience in estimating, takeoff, bid coordination, or procurement is a significant advantage.

• Knowledge of subcontractor compliance documentation is a plus.

• Strong skills in spreadsheets, file management, and organization are required.

• Excellent written and verbal communication skills in English are essential.

• Willingness to learn company-specific construction processes and terminology.

• Familiarity with ChatGPT, Claude, or similar AI tools is preferred.

• Highly organized and process-oriented.

• Strong attention to detail.

• Ability to manage multiple construction projects and deadlines comfortably.

• Proactive in follow-up and identifying missing information.

• Capable of working independently within established processes.

• Comfortable communicating with subcontractors, vendors, and internal team members.

• Strong problem-solving and organizational skills.

• Willingness to use AI tools to enhance efficiency.

• Interest in becoming a long-term operational support resource.

• Proficiency in Monday.com.

• Proficiency in Gmail / Google Workspace.

• Proficiency in Google Drive.

• Familiarity with QuickBooks is preferred.

• Proficiency in Slack.

• Proficiency in ChatGPT.

• Proficiency in Claude AI.

• Strong spoken and written English skills are required.

• Availability Monday through Friday, approximately 8:00/9:00 AM–1:00 PM CST.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• A variety of open roles are available.

• Free training and opportunities for skill enhancement.

• Ongoing support and guidance.

• A vibrant community ready to assist you.

• Flexible daily working hours.

• Remote work opportunities.

• Part-time schedule ranging from 10 to 20 hours per week.