Construction Project Coordinator / Executive Assistant (Remote | US Client)

Position: Construction Project Coordinator / Executive Assistant

Job Type: Full-time (40 hours/week)

**Location:**Philippines (Remote, EST hours)

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Overview

The client builds complex, high-end custom homes in southeast Florida, where almost nothing goes up in wood. From the foundation on, the work is concrete, CMU, masonry and rebar, and the company is at its strongest on the largest and most complicated homes on the board. With well over a hundred projects behind it, the pace is fast and the standard is simple: the goal was either met or it was not. This role exists to take one defined piece of the owner's plate, the project management workload, and run it as his second executive assistant. The owner keeps the decisions, including settling any disputes, and this person carries the work that surrounds them.

The ideal candidate can open a set of plans and understand what they are looking at. They have supported construction operations for a U.S. company for at least three years, they are organized enough to hold every open document in view at once, and they close loops without being reminded. Bilingual English and Spanish is strongly preferred. Above all, this person must be accountable: a reliable self-starter who takes ownership of their work and follows through without being chased.

Key Responsibilities****Document Control & Revisions

• Identify the contract documents each project requires and request them from the party responsible for producing them.
• Collect those documents and distribute them to the parties who need to review them.
• Ask reviewers for their markups and approvals, then chase until they come back rather than waiting on them.
• Return marked up documents to whoever created them so the revision can be produced.
• Distribute the revision back to the reviewer and confirm the loop is closed rather than assuming it.

Schedule & Production Support

• Track the production schedule across active projects and surface slipping milestones early.
• Support budgeting and the buyout of subcontractors, keeping the paperwork and pricing organized as it moves.
• Bring technical questions to the owner while there is still time to act on them.
• Maintain project logs and trackers so the status of every active development is visible without being asked for.

Subcontractor & Stakeholder Communication

• Request documents, approvals and scheduling commitments from subcontractors and consultants, and follow each one to a close.
• Manage the email correspondence that sits around the project management function, escalating what genuinely needs the owner.
• Keep a written record of what was asked, what came back, and what is still outstanding.

Systems & Software

• Work daily in Buildertrend, the company's construction management platform, for project workflows, scheduling and documentation.
• Use Ninety.io for meeting management, agendas and following action items through to done.
• Communicate primarily by email, which is the company's preferred channel, with daily phone and Zoom contact with the owner.

Preferred Skills & Qualifications

• Minimum 3 years supporting construction project operations for a U.S.-based company.
• Able to read a set of construction plans and understand the work they describe.
• Hands-on document control experience: requesting, distributing, tracking and closing out reviews and approvals.
• Proficiency with Buildertrend or a comparable construction management platform.
• Experience with Ninety.io or a comparable meeting and accountability platform.
• Bilingual English and Spanish strongly preferred.
• Results oriented in the literal sense, measuring the day by what was achieved rather than what was attempted.
• Excellent written and verbal English communication.
• High attention to detail and the discipline to keep many open items moving at once.

Nice-to-Have (Bonus Skills)

• Experience with concrete, CMU, masonry or shell construction.
• Background on complex, high-end custom residential projects.
• Familiarity with subcontractor buyout and production tracking.
• Experience working inside a company running on EOS.
• Background supporting an owner-operator directly rather than inside a larger project management team.

What we offer:

• Fixed U.S. working schedule
• Fully remote role — work from anywhere
• Direct collaboration with U.S. small businesses and entrepreneurs
• Paid time off — 10 PTO days per year, plus 6 U.S. holidays off