Assistant Project Manager – Construction

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TYPE OF WORK

Full Time

SALARY

N/A

HOURS PER WEEK

40

DATE UPDATED

Aug 8, 2026

JOB OVERVIEW

We are a U.S.-based construction company managing residential renovation, rehab, turn, and construction projects across multiple markets.

We are looking for a highly organized **Project Manager Assistant** based in the Philippines to support our Project Managers with the day-to-day administrative and coordination work required to keep projects moving.

This is not a general virtual assistant position. You will work directly with construction Project Managers and will be responsible for tracking projects, communicating with subcontractors and vendors, organizing documentation, following up on outstanding items, and making sure nothing falls through the cracks.

Your job is to help the Project Manager stay ahead of every project.

## Key Responsibilities

### Project Tracking & Follow-Up

* Maintain an up-to-date list of every active project and its current status.
* Track project start dates, completion dates, deadlines, inspections, material deliveries, and outstanding items.
* Review each active project daily and identify anything that is overdue or could delay completion.
* Follow up with Project Managers, subcontractors, vendors, and suppliers on outstanding items.
* Maintain punch lists and track items through completion.
* Track client change requests and change orders.
* Flag projects that are behind schedule or have unresolved issues.
* Prepare daily and weekly project status reports for management.

### Subcontractor & Vendor Coordination

* Contact subcontractors to confirm scheduling and availability.
* Follow up with subcontractors for estimates and pricing.
* Confirm scheduled crews before work begins.
* Follow up on incomplete work and punch-list items.
* Collect invoices, estimates, receipts, photos, and other required documentation.
* Maintain subcontractor contact information and vendor records.
* Help locate new subcontractors and vendors when needed.
* Track which subcontractors are assigned to each project.

### Materials & Purchasing

* Assist Project Managers with creating material lists.
* Request pricing and availability from suppliers.
* Coordinate material orders and deliveries.
* Confirm deliveries with the Project Manager or subcontractor.
* Track missing, damaged, or delayed materials.
* Maintain receipts and purchasing documentation by project.

### Project Documentation

* Organize project photos and documentation.
* Review project management systems daily for missing information.
* Make sure required before, progress, and completion photos are uploaded.
* Organize scopes of work, estimates, change orders, invoices, inspection reports, permits, and other project documents.
* Keep project folders and records organized.
* Update project management software with current project information.

### Client & Internal Communication

* Draft project updates for clients.
* Help Project Managers respond to routine client questions.
* Track client requests and make sure they are assigned and completed.
* Maintain written records of important project decisions.
* Prepare summaries of outstanding issues requiring Project Manager or management attention.

### Inspections & Closeout

* Help schedule inspections when required.
* Track inspection results and corrections.
* Maintain project punch lists.
* Confirm required completion photos and documents have been received.
* Help assemble project closeout documentation.
* Make sure projects are administratively ready for final invoicing.

## Daily Expectations

Every morning, the Project Manager Assistant should know:

* What projects are active.
* What work is scheduled today.
* Which subcontractors are supposed to be onsite.
* What materials are being delivered.
* What inspections are scheduled.
* What projects are behind schedule.
* What information or pricing we are waiting on.
* What client requests remain outstanding.
* What projects are approaching completion.

At the end of each day, project statuses should be updated so management has an accurate picture of every active job.

## What the Project Manager Assistant Does NOT Do

The Project Manager remains responsible for field execution, subcontractor performance, workmanship, jobsite decisions, construction decisions, and overall project completion.

The Project Manager Assistant handles the **coordination, tracking, documentation, and follow-up** that allows the Project Manager to focus on managing construction.

## Performance Expectations / KPIs

Performance will be measured based on:

* 100% of active projects updated daily.
* Scheduled subcontractors confirmed before their scheduled work.
* Outstanding items followed up on daily.
* Estimates and requested vendor pricing followed up on within 24 hours.
* Client requests documented and assigned promptly.
* Missing project photos/documentation identified within 24 hours.
* Punch-list items actively tracked until completion.
* Project delays escalated before they become major problems.
* Project closeout documentation completed promptly.
* Project Manager receives a clear list of priorities and outstanding items each day.

## Ideal Candidate

You may be a good fit if you:

* Have experience supporting construction, property management, maintenance, real estate, or project management operations.
* Are extremely organized and detail-oriented.
* Are comfortable following up repeatedly until something is completed.
* Communicate professionally in written and spoken English.
* Can manage many projects and tasks simultaneously.
* Are comfortable calling and texting U.S.-based subcontractors and vendors.
* Are proactive and do not wait to be told about every follow-up.
* Understand deadlines and know when an issue needs to be escalated.
* Are comfortable learning construction terminology.
* Are proficient with spreadsheets, email, cloud-based software, and project management systems.

Construction experience is strongly preferred.

## Schedule

Full-time position working primarily during U.S. business hours.

Because this role communicates directly with U.S.-based Project Managers, subcontractors, vendors, and clients, the candidate must be comfortable working a schedule that overlaps significantly with U.S. Eastern/Central time.

## What Success Looks Like

A successful Project Manager Assistant makes the Project Manager significantly more productive.

The PM should not have to remember to chase a subcontractor for a quote, check whether photos were uploaded, remember an inspection date, search for a missing invoice, or repeatedly check whether a punch-list item was completed.

The assistant owns the administrative follow-through.

When something needs to happen, it is tracked.

When someone owes us something, it is followed up on.

When something is late, it is escalated.

When a project changes, the project records are updated.

The objective is simple: **keep every project organized and moving toward completion.**

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