Project Coordinator

Office Beacon Philippines is looking for an experienced Remote Project Coordinator to join a U.S.-based construction and property services team. In this role, you’ll be the organizational force behind multiple active construction and renovation projects, making sure schedules, documentation, materials, action items, and communications stay on track.

This is more than an administrative position. You’ll work closely with Project Managers, Superintendents, customers, vendors, and subcontractors to keep everyone informed and ensure nothing falls through the cracks.

Key Responsibilities

Project Coordination & Documentation

• Maintain complete and accurate project records in Buildertrend and shared systems
• Keep schedules, trackers, milestones, contacts, documents, and project information up to date
• Prepare meeting agendas, document action items, and follow up through completion
• Maintain clear records of decisions, approvals, requests, and scope changes

Scheduling & Coordination

• Support project schedules, look-ahead schedules, inspections, deliveries, walkthroughs, and key milestones
• Coordinate meetings, site access, vendor visits, customer notices, and appointments
• Track action items, owners, deadlines, and dependencies
• Identify and escalate delays, access issues, and schedule risks

Reporting & Project Updates

• Keep Buildertrend updated with schedules, daily logs, pictures, documents, selections, purchase information, and communications
• Review field submissions and follow up on missing information
• Prepare accurate weekly project updates for customers and leadership
• Maintain dashboards and trackers covering project status, procurement, billing milestones, and closeout

Procurement Support

• Track material requests, purchase orders, deliveries, backorders, substitutions, and receipts
• Obtain pricing and availability from approved suppliers
• Follow up with vendors to ensure materials arrive when needed
• Document shortages, damaged materials, returns, credits, and unresolved issues

Communication & Follow-Through

• Serve as an administrative point of contact for assigned projects
• Draft project emails, schedule notices, meeting follow-ups, and weekly updates
• Communicate professionally with customers, vendors, subcontractors, and internal teams
• Follow up persistently until outstanding items are resolved
• Escalate concerns, disputes, safety issues, and financial commitments when appropriate

Change Orders, Billing & Closeout

• Assist with change-order documentation and approvals
• Support billing by tracking project progress, approved changes, and required documentation
• Compile closeout packages, warranties, manuals, completion images, punch lists, permits, and turnover documents
• Track punch-list and warranty items through completion

Qualifications

• 3+ years of experience in project coordination, project administration, or assistant project management
• Experience in construction, renovation, property services, or a closely related industry
• Strong written and spoken English with the ability to communicate professionally with U.S.-based customers and teams
• Experience managing project schedules, logs, trackers, documentation, and follow-up systems
• Strong proficiency with Microsoft Office, spreadsheets, email, shared drives, and cloud-based project systems
• Ability to understand scopes of work, proposals, construction terminology, and basic project documentation
• Exceptional organization, attention to detail, urgency, judgment, and follow-through
• Reliable computer, high-speed internet, and a professional remote workspace
• Ability to work during assigned U.S. business hours

Preferred Qualifications

• Experience with Buildertrend or similar construction management software
• Experience supporting multifamily renovations, unit turns, capital improvements, maintenance, or occupied-property projects
• Experience with procurement, purchase orders, change orders, progress billing, and project closeout
• Educational background in construction management, civil engineering, architecture, or a related field
• Experience supporting U.S.-based construction projects

Who We’re Looking For

You’re proactive, highly organized, persistent, detail-oriented, and accountable.

You don’t wait for someone to remind you about an outstanding task. You ask questions when something isn’t clear, anticipate what needs to happen next, communicate issues early, and take ownership of follow-up until the job is done.

If you have the construction coordination experience, organizational discipline, and follow-through to keep multiple projects moving, we want to hear from you.