Remote Construction Administrative Assistant​/Project Coordinator

Remote Construction Administrative Assistant / Project Coordinator

Company: Gutters 'N More LLC

Location: Remote --- must reside in the Dallas--Fort Worth area

Pay: $22--$28 per hour, based on experience

Schedule: Monday--Friday, 8:00 AM--5:00 PM Central Time

Gutters 'N More LLC is seeking an experienced Construction Administrative Assistant / Project Coordinator to support residential renovation and specialty-trade projects throughout DFW.

This position is primarily remote. Applicants must live in the DFW area and be available for occasional required office visits.

This is a very fast-paced position. Construction administration and permitting experience are required. You must be comfortable managing multiple projects, responding to changing priorities, and following through without constant reminders.

Training consists of one week of initial training, followed by support as needed
. Applicants should already have the experience necessary to handle construction administrative responsibilities.

• Maintain project information, schedules, vendor assignments, deadlines, and status updates in
• Review scopes of work and track unfinished tasks, missing information, and project requirements.
• Coordinate subcontractor visits, inspections, material deliveries, and other scheduled work.
• Follow up with vendors to confirm start dates, completion dates, and delays.
• Document meeting notes and track assigned tasks through completion.
• Alert management to scheduling conflicts, missing approvals, and issues affecting completion.

• Prepare and submit building and trade permit applications to DFW municipalities.
• Gather required documents from contractors, property owners, and project managers.
• Track permit approvals, fees, corrections, and outstanding requirements.
• Schedule inspections and follow up on results and reinspection requirements.
• Maintain organized permit and inspection records for each property.

• Monitor client vendor portals for new work orders, updates, and requests.
• Add and update work orders in  while avoiding duplicate entries.
• Prepare estimates, change orders, work authorizations, and invoices using information provided by management.
• Track change-order submissions and follow up on approvals.
• Assemble scopes, approved changes, completion photos, and supporting documents for invoicing.
• Track invoice submissions and missing documentation.

• Prepare material orders and supplier quotes from approved lists and scopes.
• Coordinate pickups and deliveries with field crews and suppliers.
• Confirm quantities, selections, availability, and delivery dates before ordering.
• Collect receipts and document purchases by property.
• Follow up on missing, incorrect, damaged, or delayed materials.
• Obtain approval before placing additional orders or authorizing extra work.

• Enter bills, receipts, and expenses into Quick Books.
• Track material purchases, subcontractor payments, and job costs against project budgets.
• Maintain organized digital files, Company Cam photo links, and project documentation.
• Prepare reports showing progress, outstanding work, and items needing management attention.

• Communicate professionally with clients, project managers, subcontractors, suppliers, and field employees.
• Monitor company email and communication channels during scheduled work hours.
• Respond promptly, document important conversations, and follow up until questions are resolved.
• Keep management informed of urgent issues and changes affecting cost, scope, or schedule.

• Construction administration experience.
• Experience handling construction…