Remote Project Coordinator

Role Overview

We are seeking a highly organized Remote Project Coordinator to support the domestic Project Management team. by overseeing the administrative, documentation, and scheduling lifecycle of assigned projects. In this fully remote role, you will work closely with domestic Project Managers to ensure objectives are met on time, within budget, and to required standards. While domestic PMs handle on-site inspections and high-level approvals, you will seamlessly handle the crucial background coordination from project initiation to closeout.

Key Responsibilities

Project Documentation & Compliance: Review project documentation within 48 hours of sale to outline scope. Coordinate the administrative process of securing permits, insurance certificates, and bonds. Verify that all safety plans, hazard assessments, and sub-contract agreements are documented and filed before the project begins.
Meeting & Administrative Support: Attend virtual pre-bid and project meetings to take notes. Draft agendas for Pre-Construction meetings and prepare/digitally distribute comprehensive Job Foreman Packets.
Planning & Scheduling: Assist the domestic team in creating a project plan and schedule at least one week before the project starts. Update project schedules weekly within the project management software.
Material & Cost Tracking: Coordinate material orders digitally and verify supplier quotes against budgets. Draft initial Site Staging Plans and Material Delivery Schedules. Review job costs, invoices, and budgets to assist the domestic PM in financial tracking.
Reporting & Communication: Generate and submit change orders and RFIs within 48 hours of notice. Track project progress by compiling weekly reports on hours, materials, and customer issues. Draft prompt communications for customers and general contractors to address issues within 24 hours.
Project Closeout: Report project completion status to the Accounting department one week before the billing date. Compile Post-Job Evaluation data for management review, and ensure timely digital submission of all Project Closeout documents and warranty payments.

Requirements & Qualifications

Education: Bachelor’s degree in Business Administration, Construction Management, Project Management, or a related field is preferred.
Experience: 3–5 years of experience in project coordination, administration, or the construction/trade industry, with strong familiarity in construction terminology and standard project lifecycles.
Industry Knowledge: In-depth administrative knowledge of general construction documentation, contracts, and compliance. Proven ability to read and interpret architectural plans and specifications.
Technical Proficiency: High proficiency in Google Workspace, Microsoft Office, Buildertrend, and Project Management Software.
Core Skills: Strong problem-solving and analytical skills, with the ability to manage multiple projects concurrently and meet strict deadlines. Must demonstrate core values of integrity, accountability, and professionalism.
Communication Skills: Excellent written and verbal English communication skills.
Remote Infrastructure: Must have a dedicated, professional workspace equipped with a reliable, high-speed internet connection.