Construction Administrator

Location: Work from Home

Type of Employment: Full-time

Work Shift: US Business Hours

At OurAssistants, we connect construction, property management, and service-based businesses with top-tier virtual professionals. We're committed to supporting our clients' operations while creating a growth-focused, remote-friendly work environment for our team members. Learn more at

We are looking for a highly organized and detail-oriented Construction Administrator / Operations Coordinator to support day-to-day construction operations. This role plays a vital part in ensuring that administrative, permitting, and operational processes run efficiently and consistently.

You will serve as the backbone of the team — coordinating meetings, managing documentation, maintaining project tracking systems, and supporting procurement, permitting, and client communications to ensure seamless execution across projects.

Meetings & Schedule Coordination

• Coordinate and facilitate weekly team meetings, ensuring they run on time with prepared agendas.
• Take meeting notes, track action items, and share updates with team members.
• Maintain a master project calendar, including deadlines, inspections, and city or client appointments.
• Send reminders for key deliverables to keep all departments aligned.

Project Administrative Support

• Collect and review weekly timesheets, ensuring accuracy and completeness.
• Generate and distribute weekly project status reports.
• Support procurement activities, including vendor research, quote requests, and order tracking.
• Maintain logs for change orders, RFIs, permits, and submittals.
• Keep digital project folders organized with plans, permits, and signed documents.

Permitting & Compliance

• Prepare and submit online permit applications and track their progress.
• Coordinate inspections and ensure readiness with field teams.
• Maintain compliance records (e.g., PSL certifications, ADA forms, Statement of Responsibility maps).
• Communicate with city departments regarding permit status and corrections.

Client & Vendor Communication

• Send and follow up on client emails, proposals, and confirmations.
• Maintain a client communication tracker to monitor project updates.
• Coordinate with vendors and subcontractors for quotes, W-9s, insurance, and billing.
• Route inbound messages to the appropriate team members.

Financial & Administrative Reporting

• Prepare weekly Admin & Operations reports summarizing project KPIs.
• Track payments, invoices, and proposal acceptance dates.
• Assist with invoice generation and budget tracking for active projects.
• Reconcile receipts and purchase orders to ensure accurate reporting.

Documentation & Systems Management

• Maintain and organize company files in Google Drive.
• Regularly archive completed project folders.
• Keep templates, reports, and SOPs up to date.
• Ensure compliance documents are stored securely and accessible.

Team Support & Operations

• Support new hire onboarding and system setup.
• Track licenses, insurance renewals, and certifications.
• Act as the main point of contact for administrative or operations-related questions.

Process Improvement & Growth Enablement

• Identify workflow inefficiencies and propose process improvements.
• Support the implementation of new tools or project management systems.
• Maintain dashboards and reports to enhance team visibility.
• Assist leadership in developing scalable systems for company growth.

• 2+ years of experience in administrative, operations, or construction coordination roles.
• Strong understanding of construction workflows, permitting, and inspection processes.
• Proficient in Google Workspace (Docs, Sheets, Drive) and project management tools (e.g., Asana, ).
• Experience with QuickBooks or similar systems for invoice tracking and budget reporting.
• Excellent communication and coordination skills with internal and external stakeholders.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.

• Must be currently residing in the Philippines or Latin America
• Must have a stable internet connection and a remote-ready workstation

• Competitive salary
• Permanent work-from-home setup
• Opportunities for professional development and career advancement
• Supportive and collaborative work environment