A US general contracting company is looking for a remote Construction Project Administrator to manage subcontracts, subcontractor compliance, permits and Procore records for its project management team. You will turn each scope of work into a subcontract, chase it until it is fully executed, and keep every subcontractor and vendor compliant. Hands-on, professional Procore experience is essential, because Procore training is not provided. The role is a full-time independent contractor engagement on US Eastern Time business hours, and the advert states it is open to candidates based in Latin America. No closing date is stated, so check your eligibility and apply as soon as you can.
Job Overview
| Detail | Information |
|---|---|
| Job Title | Construction Project Administrator |
| Company | [Insert employer]. The advert describes a US general contracting company and does not name it |
| Reference Number | ID 22097 |
| Department / Division | Project management team (the role supports the project managers) |
| Location | Remote. Region listed as LATAM, and the advert says the role is open to candidates based in Latin America |
| Employment Type | Full-time, independent contractor engagement (W-8BEN) |
| Work Arrangement | Fully remote, working US Eastern Time business hours alongside a US-based project management team |
| Salary | Not stated in the advert |
| Experience | Background in project administration, project coordination or project support. The advert does not state a number of years |
| Minimum Qualification | No formal qualification stated. Experience and skills requirements apply |
| Closing Date | [Insert closing date] |
| Enquiries | Not stated in the advert |
About the Company
The advert describes a US general contracting company and does not name the employer. The company works with subcontractors and vendors, and it sends out subcontracts for each scope of work on its jobs. It also mentions working in markets that are new to it. The role supports a US-based project management team, and all work is done electronically.
About the Role
Project managers define each scope of work, and you turn that scope into a subcontract, send it out for signature, and stay on it until a fully executed copy is on file. You also keep every subcontractor and vendor compliant, set up each new job in Procore, and handle commencement filings and permit applications online. Everything is done electronically. Success in the role means that no contract, certificate or permit is left open.
Key Duties and Responsibilities
Subcontracts
- Prepare and issue subcontracts for each scope of work, usually 8 to 15 per job, with consistent and accurate standard contract language.
- Send subcontracts for electronic signature, follow up until fully executed, and report anything outstanding to the project manager.
Subcontractor and Vendor Compliance
- Collect and maintain a current W-9 and certificate of insurance for every subcontractor and vendor, and request renewals before they expire.
- Give extra attention to onboarding new subcontractors when the company works in markets that are new to it.
Procore and Project Records
- Set up new jobs in Procore consistently, keep project documents filed in the right place, and answer the team’s day-to-day Procore questions.
- Keep project records complete and support project managers with other administrative work.
Filings and Permits
- Prepare notice of commencement filings using the company’s filing software.
- Open jurisdiction portal accounts, submit permit applications, pay application fees, and keep project managers updated on permit status.
Requirements and Qualifications
Required Qualifications
- Hands-on, professional experience using Procore.
- Background in project administration, project coordination or project support.
- Working knowledge of Microsoft Word, Excel and Outlook.
- Strong written and spoken English for daily work with a US-based team, subcontractors and vendors.
- Proven experience tracking documents to completion, including repeated follow-up with outside parties until paperwork is returned.
- Available to work full-time during US Eastern Time business hours.
Preferred Qualifications (Added Advantage)
- Construction industry experience, ideally with a contractor that subcontracts out its scopes of work.
- Experience drafting and issuing subcontracts and tracking them through execution.
- Experience managing vendor compliance documents such as W-9 forms and certificates of insurance (COIs).
- Procore administration experience, including project setup and document organisation.
- Experience submitting permit applications through online jurisdiction portals.
- Familiarity with notice of commencement filings or the software used to prepare them.
- Experience with electronic signature tools, such as Dropbox, for sending documents and collecting signatures.
Working Conditions
- Fully remote and open to candidates based in Latin America.
- Full-time independent contractor engagement (W-8BEN).
- Working US Eastern Time business hours alongside a US-based project management team.
- Procore training is not provided, so candidates must already know the platform.
Remote Work & Employment Disclosures
- Employment arrangement: The advert states a full-time independent contractor engagement (W-8BEN). You would not be an employee, so confirm with the employer how payment, tax, leave and benefits work before accepting any offer.
- Time zone and working hours: You must be available full-time during US Eastern Time business hours. The advert does not give exact shift times. Work out what this means in your own time zone and make sure you can commit to it.
- Region eligibility: The advert says the role is fully remote and open to candidates based in Latin America, and the region is listed as LATAM. The advert does not mention South Africa or any other region. Confirm with the employer whether you are eligible before you apply.
- Pay: The advert does not state a salary, rate or currency. Ask the employer to confirm these details.
- Training: Procore training is not provided, so you must already know the platform.
Who the Employer Is Looking For
The employer wants someone who replies quickly, keeps project managers, subcontractors and vendors moving, and can juggle dozens of open documents without losing track of any. You should be persistent and polite with follow-up, as many times as it takes, and quick to spot a wrong clause or mismatched date before it becomes a problem. The best fit takes pride in running the process quietly in the background.
Career Growth Path
Construction Project Administrator → Senior Project Administrator → Project Coordinator → Assistant Project Manager → Project Manager → Contracts Manager
The contract tracking, compliance, Procore and permit skills you develop in this role transfer well into project coordination, contract administration and construction management positions.
Frequently Asked Questions
What does a Construction Project Administrator do in this role?
You will prepare and issue subcontracts, send them for electronic signature and follow up until they are fully executed. You will also collect W-9 forms and certificates of insurance, set up jobs in Procore, prepare notice of commencement filings and submit permit applications online.
How much does this job pay?
The advert does not state a salary, rate or currency. Ask the employer to confirm the pay before you accept an offer.
Is this a remote job?
Yes. The advert describes it as fully remote, working alongside a US-based project management team.
What working hours apply?
You must be available full-time during US Eastern Time business hours. The advert does not give exact start and end times.
Is this an employee or contractor position?
The advert states a full-time independent contractor engagement (W-8BEN).
Do I need Procore experience?
Yes. Hands-on, professional Procore experience is a required qualification, and the advert states that Procore training is not provided.
How much experience do I need?
The advert asks for a background in project administration, project coordination or project support, but it does not state a number of years. It also asks for proven experience tracking documents to completion.
Can I apply from South Africa?
The advert says the role is open to candidates based in Latin America and lists the region as LATAM. It does not mention South Africa, so confirm your eligibility with the employer before applying.
What is the closing date?
The advert does not state a closing date. Apply as soon as possible, as remote roles can fill quickly.
How to Apply
- Check that you meet the required qualifications, especially hands-on Procore experience, and that you can work full-time on US Eastern Time business hours.
- Confirm that you are eligible, because the advert says the role is open to candidates based in Latin America.
- Update your CV to highlight your project administration, document tracking, Procore and compliance experience, and any subcontract or permit work.
- Quote reference ID 22097 in your application.
- Submit your application using the link below.
Application link: Apply for this position
The advert does not include any further application notices or contact details.
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