Construction Project Administrator

A US general contracting company is looking for a remote project administrator to manage subcontracts, subcontractor compliance, permits, and Procore records for its project management team.

About the role

Project managers define each scope of work. You turn that scope into a subcontract, send it out for signature, and stay on it until a fully executed copy is on file. You also keep every subcontractor and vendor compliant, set up each new job in Procore, and handle commencement filings and permit applications online. Everything is done electronically, and success means no contract, certificate, or permit is left open.

Required Qualifications

Hands-on, professional experience using Procore
Background in project administration, project coordination, or project support
Working knowledge of Microsoft Word, Excel, and Outlook
Strong written and spoken English for daily work with a US-based team, subcontractors, and vendors
Proven experience tracking documents to completion, including repeated follow-up with outside parties until paperwork is returned
Available to work full-time during US Eastern Time business hours

Preferred Qualifications

Construction industry experience, ideally with a contractor that subcontracts out its scopes of work
Experience drafting and issuing subcontracts and tracking them through execution
Experience managing vendor compliance documents such as W-9 forms and certificates of insurance (COIs)
Procore administration experience, including project setup and document organization
Experience submitting permit applications through online jurisdiction portals
Familiarity with notice of commencement filings or the software used to prepare them
Experience with electronic signature tools, such as Dropbox, for sending documents and collecting signatures

Responsibilities

Prepare and issue subcontracts for each scope of work, usually 8 to 15 per job, with consistent and accurate standard contract language
Send subcontracts for electronic signature, follow up until fully executed, and report anything outstanding to the project manager
Collect and maintain a current W-9 and certificate of insurance for every subcontractor and vendor, and request renewals before they expire
Give extra attention to onboarding new subcontractors when the company works in markets that are new to it
Set up new jobs in Procore consistently, keep project documents filed in the right place, and answer the team’s day-to-day Procore questions
Prepare notice of commencement filings using the company’s filing software
Open jurisdiction portal accounts, submit permit applications, pay application fees, and keep project managers updated on permit status
Keep project records complete and support project managers with other administrative work

Working arrangement

Fully remote and open to candidates based in Latin America. Full-time independent contractor engagement (W-8BEN), working US Eastern Time business hours alongside a US-based project management team. Procore training is not provided, so candidates must already know the platform.

Who thrives in this role

Replies quickly and keeps project managers, subcontractors, and vendors moving
Comfortable juggling dozens of open documents without losing track of any
Persistent with follow-up, politely and as many times as it takes
Spots a wrong clause or mismatched date before it becomes a problem
Takes pride in running the process quietly in the background

67661654344 - Construction Project Administrator