Administrative Manager
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Job Description
Administrative Manager leading remote teams, construction administration, compliance, billing, and client workflows. Supporting a US construction firm serving real estate clients across Texas and Arizona.
Responsibilities:
- Supervise, mentor, and evaluate the Construction Administrative Assistant team and Job Dispatcher
- Distribute and balance workloads across regional markets and Project Managers
- Set performance standards, lead check-ins, conduct performance coaching, and partner with the VP of Operations on talent strategy
- Lead recruiting, interviewing, and onboarding for new remote administration team members
- Build and maintain job files in JobTread, tracking scopes, budgets, timelines, and client data
- Process change orders, purchase orders, lien waivers, and billing submissions via client portals
- Communicate with clients, property managers, and homeowners by phone and email regarding job progress, scheduling, and documentation
- Support direct reports during capacity surges or planned absences
- Oversee onboarding and offboarding for staff and contractors, including system provisioning, Gusto setup, documentation, and equipment tracking
- Maintain personnel records, contractor agreements, worker classifications, and policy sign-offs
- Manage corporate compliance files, including contractor licenses, certificates of insurance, vendor agreements, W-9s, and renewal schedules across states
- Support accounts receivable and accounts payable workflows, verify billing accuracy, follow up on collections, and track weekly AR logs
- Deliver analytical reports to senior leadership covering job margins, pending change orders, cash receivables, and team output
- Write and maintain SOPs and audit administrative output for quality control
- Administer Google Workspace Admin, JobTread, CompanyCam, and Gusto
- Identify operational bottlenecks and implement scalable workflow enhancements
Requirements:
- 3+ years in an administrative management or operational supervisor capacity
- Preferably experience overseeing remote teams within construction, trades, or property management
- English: Native or near-native proficiency (written and spoken)
- Spanish: Full fluency
- Working knowledge of US construction documentation, including work orders, subcontracts, change orders, purchase orders, lien waivers, client portal billing, and job dispatching
- Strong verbal communication skills; comfortable handling inbound/outbound client calls, status briefings, and conflict resolution
- Advanced Google Workspace, including Admin Console, Sheets, Docs, and Calendar
- Familiarity with construction platforms such as JobTread, Procore, or Buildertrend
- Experience with CompanyCam, Microsoft Office, and Gusto
- Fully equipped home office located in Latin America
- High-speed internet
- Dedicated quiet workspace for confidential calls
- Reliable backup connectivity solution
- Dependable computer
Benefits:
- Paid Time Off for US Holidays: Independence Day (July 4th), Thanksgiving Day, Christmas Day, and New Year's Day
- Half days off the day before Thanksgiving, Christmas, and New Year's Day
- Bi-weekly base payments
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