Construction Operations, Administrative Assistant
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Job Description
Remote part-time construction operations assistant supporting global clients with invoices, compliance, procurement, estimating, and project coordination. Organizing documentation and schedules using construction software and AI tools.
Responsibilities:
- Monitor a dedicated company email address for invoices, receipts, COIs, and vendor documentation
- Review, organize, and route incoming documents and invoices
- Apply correct project and cost codes and flag items requiring client approval
- Maintain organized digital files and project documentation
- Request and track Certificates of Insurance, W-9s, Workers’ Compensation documentation, and other subcontractor records
- Monitor expiration dates and follow up on outstanding compliance requirements
- Assist with utility service requests, permit applications, and related documentation
- Track permit approvals, inspections, and project closeout requirements
- Assist with construction takeoffs, quantity calculations, estimates, proposals, and bid preparation
- Solicit and organize subcontractor and vendor pricing and proposals
- Place material and product orders with approved vendors
- Confirm pricing, availability, deliveries, and follow up on delayed orders
- Review and update project schedules in Monday.com
- Track milestones, inspections, deliveries, and project tasks
- Distribute plan sets and project information to subcontractors
- Maintain job-open checklists, designer selections, project folders, and procurement records
- Communicate with clients and teams through Gmail and Slack
- Use ChatGPT, Claude, and other approved AI tools to summarize information, prepare drafts, and streamline workflows
- Provide recurring operational and administrative support under defined scopes of work
Requirements:
- Previous administrative, operations, or project coordination experience required
- Construction industry experience strongly preferred
- Experience supporting contractors, builders, subcontractors, or construction projects preferred
- Experience with construction documentation and project coordination preferred
- Estimating, takeoff, bid coordination, or procurement experience is a strong plus
- Familiarity with subcontractor compliance documentation is a plus
- Strong spreadsheet, file-management, and organizational skills required
- Strong written and verbal English communication
- Comfortable learning company-specific construction processes and terminology
- Experience using ChatGPT, Claude, or similar AI tools preferred
- Highly organized and process-oriented
- Strong attention to detail
- Comfortable managing multiple construction projects and deadlines
- Proactive with follow-up and identifying missing information
- Able to work independently within established processes
- Comfortable communicating with subcontractors, vendors, and internal team members
- Strong problem-solving and organizational ability
- Comfortable using AI tools to improve efficiency
- Interested in becoming a long-term operational support resource
- Proficiency with Monday.com
- Proficiency with Gmail / Google Workspace
- Proficiency with Google Drive
- Familiarity with QuickBooks preferred
- Proficiency with Slack
- Proficiency with ChatGPT
- Proficiency with Claude AI
- Strong spoken and written English required
- Availability Monday through Friday, approximately 8:00/9:00 AM–1:00 PM CST
Benefits:
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- Flexible daily working time
- Remote work
- Part-time schedule of 10–20 hours per week
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