Administrative Assistant – Renovation Department

Company Overview:

At Smart Build, we're not just renovating spaces, we're redefining the standard for multifamily and commercial renovations. What began nearly 20 years ago as a small coatings company (Smart Coats) has grown into one of the region's largest and most respected renovation service providers.

In 2018, we rebranded as Smart Build to reflect our expanded capabilities: from detailed take-offs and precise carpentry to full-scale capital projects. We've completed over 200+ units spanning apartment complexes, condominium associations, retail buildings, and office spaces each with a sharp focus on quality, efficiency, and client satisfaction.

But what really sets us apart isn't just what we do, it's how we do it:

• Growth-minded team that values ownership, continuous improvement, and results
• Lean operations that let us move fast without bureaucracy
• Customer-first mindset that drives repeat business and long-term partnerships
• National reach with strong roots in Greater Boston, allowing us to scale without losing our personal touch

We're in an exciting phase of growth, and we're building a team that's ready to scale with us. If you're someone who wants to make a real impact, be trusted to do great work, and grow your career, not just clock in, we'd love to talk.

Join Our Team as an Administrative Assistant – Renovations Department

Are you highly organized, proactive, and passionate about supporting fast-paced projects? We're looking for a detail-driven Administrative Assistant to be the right hand to our US-based Director of Renovation and senior managers. In this role, you'll play a critical part in keeping our renovation projects running smoothly from start to finish.

What You'll Do

• Act as a trusted partner to the Director and managers, providing top-notch administrative support.
• Manage calendars, schedule meetings, and coordinate site visits.
• Maintain and organize project files, contracts, and reports.
• Track deliverables, follow up with stakeholders, and ensure timelines are met.
• Monitor compliance requirements and renovation milestones.
• Draft, proofread, and polish correspondence, proposals, and progress updates.
• Prepare visuals, documents, and presentations for meetings.
• Handle confidential information with professionalism and discretion.
• Jump in where needed to keep operations seamless and on track.

What We're Looking For

Required:

• Positive attitude, willingness to learn, and a drive to succeed.
• Strong understanding of renovation project workflows, timelines, and vendor coordination.
• Excellent English communication skills (written & verbal).
• Proficiency in Google Workspace and Microsoft Office.
• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred:

• Experience with project management tools (Asana, Trello, , etc.).
• Familiarity with US building permits and compliance processes.
• Previous experience as an Executive/Administrative Assistant in real estate, construction, or property management.
• 2+ years supporting Rehab or Renovation Managers in the US market.

If you thrive in dynamic environments and enjoy being the backbone of a high-performing team, we'd love to hear from you

Job Type: Full-time

Pay: From Php40,000.00 per month

Benefits:

• Company events
• Paid training
• Work from home

Application Question(s):

• Do you have at least 2 years of experience supporting managers in renovation, construction, or real estate projects?
• Have you used project management tools such as Asana, Trello, or
• Are you familiar with US building permit processes and compliance requirements?
• Can you share an example of how you kept a project or team organized and on track?

Work Location: Remote