Project Administrator – Construction

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

📋 Description

• Oversee the Development Team's meeting schedule, including organizing meeting invitations, agendas, and minutes.

• Keep the project master tracker updated and maintained.

• Receive, log, organize, and manage Notices to Owner.

• Receive, log, archive, and request updates for Certificates of Insurance.

• Monitor permit submissions, reviews, comments, and any outstanding items.

• Maintain logs for permits.

• Organize and save contracts, change orders, and other project documentation.

• Process DocuSign documents and coordinate notary requirements.

• Distribute signed and notarized documents while maintaining records on the shared drive.

• Ensure project files are accurate, accessible, and appropriately named.

• Manage and track purchases, including furniture, accessories, and stone materials.

• Review and process pay applications and invoices according to established workflows and approval protocols.

• Assess Schedules of Values for their accuracy and completeness.

• Track approved contract values, invoiced amounts, payments made, and remaining balances.

• Maintain job cost information along with project financial tracking spreadsheets or Yardi reports.

• Monitor the timeliness of pay applications and invoices to ensure compliance with Owner contract requirements.

• Verify conditional and unconditional lien releases, subcontractor backups, supporting documentation, and other contractual obligations.

• Coordinate and assist in the pay application and lender draw processes.

• Maintain records of invoice and payment documentation.

• Follow up with contractors, subcontractors, and internal teams regarding any missing or incomplete documentation.

• Notify the Project Manager once payments have been processed.

⛳️ Requirements

• A minimum of 3 years of experience in construction administration, project coordination, or a related field.

• Previous experience with construction projects, contractors, subcontractors, or developers is required.

• Comprehensive understanding of job costing and financial processes in construction.

• Proven experience in reviewing Schedules of Values, pay applications, invoices, and accompanying documentation.

• Familiarity with construction permits and their tracking processes.

• Experience in maintaining project trackers, logs, and documentation.

• Knowledge of contracts, change orders, insurance certificates, and lien releases.

• High proficiency in Microsoft Excel/Google Sheets and document management systems.

• Familiarity with Yardi or similar construction/project accounting software is advantageous.

• Exceptional organizational skills and ability to follow up effectively.

• Keen attention to detail with the ability to manage multiple projects and deadlines.

• Strong written and verbal communication skills in English.

• Ability to work collaboratively with U.S.-based development, design, construction, and accounting teams.

• Experience with U.S. construction projects is necessary.

• Proficiency in Microsoft Project is preferred.

• Strong preference for candidates with experience in construction administration, general contracting, real estate development, home services, or construction accounting.

• Capability to work independently and proactively follow up on outstanding items.

• Comfortable handling administrative documentation and financial information related to construction.

🏝️ Benefits

• Opportunity to work directly with the client, providing services and addressing client-related matters independently.

• Payments for services are managed directly by the client; salary is paid directly to the employee.

• Vacation leave and holiday scheduling are aligned with client business needs and preferences.

• Loom video application/interview process in place.

• A stable internet connection is expected for recorded interviews.