Construction Project Administrator

 About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client 

Our client is a leading US-based commercial construction company specializing in general contracting, construction management, preconstruction, and design-build services. They deliver high-quality projects across the industrial, healthcare, office, retail, hospitality, and manufacturing sectors, with a strong focus on quality, safety, and long-term client partnerships.

About the Role

The Construction Project Administrator supports Project Managers by handling project administration, project accounting support, subcontractor compliance tracking, insurance documentation, lien waivers, pay application setup, change order entry, and system updates in Viewpoint Vista, Procore, and other company tools.

This position exists to reduce administrative burden on Project Managers and improve the accuracy, consistency, and timeliness of project documentation and project financial information. The role is not intended to replace the Project Manager’s ownership of project financial performance, subcontractor management, change order strategy, or project decision-making. Instead, this person gathers information, enters data, tracks requirements, follows up on missing items, verifies documentation, and helps keep the project team administratively current.

The ideal candidate is servant minded, organized, detail-oriented, persistent with follow-up, comfortable with numbers, and able to understand how project information flows through construction operations, accounting, compliance, and project management systems.

What You’ll Do

• Project Administrative Support

• Provide administrative support to Project Managers as needed across assigned projects. 

• Help PMs stay current with project documentation, financial support tasks, compliance tracking, system updates, and recurring administrative deadlines. 

• Gather, organize, and enter project information into company systems. 

• Maintain clean and complete project records in accordance with company standards. 

• Follow up with subcontractors, vendors, internal team members, and accounting personnel to obtain required information. 

• Help reduce administrative distractions so Project Managers can focus on project leadership, client management, subcontractor coordination, cost control, and schedule execution. 

• Subcontractor Compliance

• Request, receive, track, and verify subcontractor compliance documents. 

• Maintain compliance documentation in the company’s compliance tracking form. 

• Verify Certificates of Insurance from subcontractors. 

• Order Certificates of Insurance for company projects when required. 

• Track required subcontractor documents, including but not limited to: 

• Executed Subcontractor Commitments and Purchase Orders

• Executed Subcontractor CCO’s

• Certificates of Insurance including coverage and expiration verification

• W-9 forms 

• Subcontractor Performance and Payment Bonds (as required)

• Safety documentation 

• Joint Check Agreements (as required) 

• Quality documentation (as required)

• Licensing documentation (as required)

• Other project-specific compliance requirements 

• Follow up persistently with subcontractors and internal team members to obtain missing or expired documents. 

• Identify compliance gaps and elevate unresolved issues to the Project Manager. 

• Project Accounting Support

• Vista Data Input

• Data input for various Vista workflows as directed by the Project Manager which may include updating approved PCCO’s, Internal Change Orders, and updating Budget Estimates

• Owner Payment Applications

• Generate and complete Lien Waivers

• When required, complete all reports required for Sales Tax

• If manifest billing is required, gather subcontractor payment applications, invoices, and input data into proper form

• Compile and distribute Owner Payment Applications via Docusign or other means as required by the Contract/Owner

• Transmit final, submitted Owner Payment Applications to Accounting

• Owner Change Orders (PCCO’s)

• Create PCCO’s in Procore with information provided by the Project Manager.

• Compile all PCCO documentation for Project Manager Review and Approval.  

• Once approved by the Project Manager, distribute PCCO’s via Docusign or by other means required by the Contract/Owner

• Sync all PCCO’s to Viewpoint

• Subcontractor Change Orders (CCO’s)

• Create CCO’s in Procore with informaiton provided by the Project Manager.

• Compile CCO documentation for Project Manager Review and Approval.

• Once approved by the Project Manager, distribute CCO’s via Docusign

• Sync all CCO’s to Viewpoint

• Joint Checks

• Facilitate the joint check process between the Project Manager and Accounting to ensure fully executed Joint Check Agreements are executed.

• Project Closeout Support

• Closeout Book

• Facilitate the closeout book process as directed by Project Management

• Subcontractor Commitments

• Facilitate closing out all subcontractor commitments and purchase orders by gathering required documentation related to their contract, lower tier payment verification, warranty, and performance and payment bonds

• Performance and Payment Bonds

• Ensure Myers & Chapman Performance and Payment Bonds are timely closed out

Role Boundaries

This role supports Project Managers but does not replace the Project Manager’s responsibility for project financial performance or project decisions.

The Construction Project Administrator does not independently:

• Approve subcontractor payments 

• Approve owner pay applications 

• Approve change orders 

• Negotiate change order values 

• Make project financial decisions 

• Own cost projections or forecasting 

• Direct subcontractors on scope, entitlement, or contract interpretation 

• Make decisions regarding project budget transfers, contingency use, or financial strategy 

• Perform financial related tasks unless directed by Project Management

This position is responsible for gathering information, entering data, tracking requirements, verifying documentation, following up on missing items, and preparing information for Project Manager review.

What You Bring

• Bachelor's degree in Engineering, Construction Management, Architecture, Accounting, Business Administration, or a related field.

• 3-5+ years of experience in construction project administration, project coordination, or construction operations support.

• Experience supporting commercial construction projects, including project documentation, subcontractor coordination, compliance tracking, and project closeout activities.

• Familiarity with owner pay applications, change orders, lien waivers, certificates of insurance (COIs), subcontractor documentation, and project compliance processes.

• Experience using construction management and ERP platforms such as Procore, Viewpoint Vista, Autodesk Construction Cloud, or similar software is highly preferred.

• Strong proficiency in Microsoft Excel, Word, Outlook, and document management systems.

• Excellent organizational skills with exceptional attention to detail and the ability to manage multiple projects and deadlines simultaneously.

• Strong written and verbal English communication skills, with confidence in coordinating directly with US-based Project Managers, subcontractors, and internal stakeholders.

• Comfortable following established processes, tracking outstanding requirements, and proactively following up to ensure project documentation remains current.

• Able to work independently in a remote environment and during US business hours.

 

Work hours: 9:00 PM to 6:00 AM Philippine Time (Aligned with US Eastern Standard Time)

Work set-up: Remote

 

Our Hiring Process

We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey.

Our AI Expectations: While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort. The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

·   Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

·   Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

·   Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

·   Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.