Project and Operations Specialist

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our Client is a premier project management and owner's representative firm based in greater Los Angeles. They specialize in building collaborative relationships and turning visions into built realities. Their comprehensive services cover all phases of construction—from initial concept to final occupancy—including Owner's Representation, Project Management, Construction Management (both direct and advisory), and Cost Management. They take pride in overseeing every detail to ensure successful project delivery.

Work shedule: Monday - Friday, Flexible PH daytime hours Required overlap with PST at least twice a week (e.g., Monday and Friday meetings, mornings or afternoons)

Work set-up: Remote

About the Role

The Project & Operations Specialist will be the operational backbone for the team - supporting project managers, leadership, and administrative functions. This is an APM-light and Admin hybrid role with a strong focus on data accuracy, process follow-through, and proactive communication. You will handle core project tracking, assist with company-level operations, and leverage AI tools to accelerate workflows, improve reporting, and eliminate inefficiencies. This is not just data entry and coordination - it's an enabling role that will free up high-value team time while keeping both project-level and company-level operations running seamlessly.

What you'll do

Project-Level Support

• Maintain and update Smartsheet project trackers, including monthly reports, schedules, and task lists from meeting notes and deliverables.
• Track and process project invoicing, contracts, and lien releases.
• Manage RFI logs, submittal registers, and drawing revision records, ensuring accuracy and timely updates.
• Compile and analyze construction log metrics from Procore or GC-provided data (RFIs, submittals, punch lists, design team reports, etc.).
• Coordinate meeting scheduling and follow-ups with consultants and stakeholders.
• Assist with research and code requirement lookups to support value engineering and design coordination.

Company-Level Support

• Maintain and clean estimating database and vendor lists for easy future use.
• Assist with proposal creation using templates and project-specific data.
• Support accounts payable, including vendor onboarding and Yardi data entry.
• Process company bills and coordinate with accounting as needed.

AI-Enabled Operational Support

• Use AI tools (e.g., ChatGPT) to:
• Draft communications and meeting summaries.
• Automate repetitive data entry and reporting tasks.
• Prioritize and sort communications so nothing critical is missed.
• Translate project-specific documents into reusable templates.

Success in this role looks like:

• Project managers receive accurate, timely logs and reports without needing to chase updates.
• Company-level databases and vendor lists are clean, current, and easy to use.
• Invoices, contracts, and lien releases are tracked without errors.
• AI is used effectively to save the team hours each week.
• Meetings are scheduled and followed up on without delays or missed details.

What You Bring

• 3–4 years in project coordination, operations, or related roles within construction, engineering, or technical environments
• Strong proficiency with Smartsheet and familiarity with Procore or similar platforms.
• Proven ability and comfort in deploying AI tools such as ChatGPT to draft communications, automate routine tasks, and enhance workflow efficiency
• Exceptional organizational discipline and attention to detail, paired with strong problem-solving instincts
• Proficiency with project management platforms and collaboration tools—Smartsheet experience is a plus
• Strong communication skills: articulate, clear, and concise in both writing and speaking
• Self-driven and reliable, thriving in a remote work environment while maintaining alignment with fast-paced teams

Don't meet every single requirement? At Penbrothers we are committed to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but you don't feel 100% aligned with the qualifications, we encourage you to apply anyway. You may just be the right fit for this or other roles.

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people's career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.