Job Description

Job Title: Project Administrator / Project Assistant (Construction)
Location: Remote (with required time zone overlap for team collaboration)
Employment Type: Full-Time | 3-Month Contract-to-Perm
About the Role:
We are seeking a highly organized and proactive Project Administrator (or Project Assistant) to support our construction project management teams. This role plays a key part in ensuring smooth operations across multiple projects by providing critical administrative support and handling documentation and coordination efforts.
You'll collaborate with Project Managers, the Design Team, and various stakeholders to manage subcontracting processes, compliance, project documentation, and closeouts. The ideal candidate thrives in a fast-paced environment, manages multiple deadlines with ease, and communicates clearly and effectively.
Key Responsibilities:
Prepare and send out subcontracts, ensuring accurate and complete document packaging
Collect, track, and follow up on Certificates of Insurance (COIs) to ensure compliance
Manage submittals and distribute relevant documentation to the Design Team
Distribute warranty letters, manuals, and closeout documents as needed
Provide administrative and coordination support across multiple active projects
Draft, format, and distribute project-related documents and communications
Track deliverables and monitor timelines to maintain project workflow
Assist in the project closeout process and ensure accurate documentation filing
Coordinate with internal and external stakeholders to keep all parties aligned
Maintain document control standards and support organizational systems
Qualifications:
Prior experience in construction or real estate is a strong plus
Background in documentation-heavy roles (e.g., legal assistant, paralegal, project coordination) is valuable
Excellent written and verbal communication skills
Highly organized, with the ability to juggle multiple priorities and timelines
Strong attention to detail and follow-through
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with document management tools
Self-motivated and comfortable working independently while collaborating with remote teams
Willingness to be trained by an outgoing Project Administrator to ensure a smooth transition
Nice to Have:
Familiarity with subcontracting, COIs, and construction project documentation
Experience with project management or document control platforms
Exposure to real estate development or construction administration
This is a support role, not a project management position -- ideal for someone who enjoys multitasking, thrives on coordination, and is excited to be involved in construction or real estate projects.

Skills Required