Project Administrator (Remote) – Luxury Custom Homebuilding

Job Overview

JOB DETAILS

REQUIREMENTS

• 3+ years in project administration/operations, preferably in construction, real estate development, or professional services (residential construction a plus)
• Experience with subcontractor compliance (W-9s, COIs) and familiarity with WC/GL audits
• Proficiency with Microsoft 365, especially Teams, Planner, SharePoint, Excel, and Word
• Experience with an accounting/ERP or construction platform (We use Business Central)
• Clear, professional written communication for client- and vendor-facing messages
• Excellent references
• Fully remote setup with reliable internet; availability during U.S. Eastern/Central business hours

RESPONSIBILITIES

• Project operations and client handoff
• Assemble client warranty binders at project close (including organized spreadsheets of details and warranty cards)
• Prepare sub-trade agreements; create Planning and Construction Agreements
• Create project channels and manage Planner boards in Microsoft Teams
• Assist PMs with client messages in Teams to keep communications crisp and on brand
• Vendor/subcontractor compliance
• Collect and manage W-9s and insurance certificates (COIs); maintain a current subcontractor/vendor list
• Obtain documents for annual workers’ comp (WC) and general liability (GL) audits
• Time and resource administration
• Enter weekly time for PMs in our timekeeping system
• Monitor for missing entries and follow up to keep timesheets current
• Financial administration
• Manage the unreconciled list weekly and resolve exceptions promptly
• Enter operating receipts; process client payments and file copies in our shared system
• Review payables packages for accuracy before approval
• Maintain a ledger to track checks, payments, and uncleared checks
• Quality and continuous improvement
• Monitor internal audits and help the office maintain an 80%+ score monthly
• Proactively streamline workflows and suggest tech-enabled efficiencies

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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