Position Summary

We are seeking a highly organized, process-driven Remote Administrative Support professional to assist with repeatable, execution-focused tasks for a General Contracting team. This role supports subcontractor setup, document control, inbox and file management, and CRM data accuracy for business development and preconstruction activities.

This position is strictly administrative and follows established procedures and checklists. All technical decisions, scope interpretation, estimating judgments, and contractual reviews remain with internal GC staff. The ideal candidate is detail-oriented, reliable, and comfortable working independently within clearly defined processes.

Key Responsibilities

Subcontractor & Vendor Setup (BuilderTrend)

• Create subcontractor and vendor profiles in BuilderTrend as requested
• Send standard qualification request emails requesting required documents:
• Certificate of Insurance
• W-9
• Invoice submission acknowledgment
• Executed subcontractor agreement
• Confirm receipt of required documents (no review or interpretation of coverage or terms)
• Upload and organize qualification documents in BuilderTrend
• Activate vendor records once all required items are complete
• File all documents using established naming conventions and folder structures
• Track expiration dates and send renewal requests for insurance and agreements
• Update backlog and bring existing vendor records up to date

Estimating & Preconstruction Inbox Management

• Monitor estimating and preconstruction inboxes during assigned hours
• Save and file inbound estimates, quotes, and attachments to correct project folders
• File relevant email threads and attachments without altering content
• Maintain organized project correspondence archives

Project Folder Management & Document Control

• Maintain organization of prospect and preconstruction project folders
• Apply standard naming conventions and version control consistently
• Ensure new and revised documents are stored in correct locations
• Archive outdated or superseded files per company standards
• Close out and archive lost projects, including status updates in BuilderTrend

CRM Data Integrity (Pipedrive)

• Enter and update project data in Pipedrive as directed by internal staff
• Complete required project detail fields using only provided information
• Flag missing, unclear, or incomplete data for follow-up (no independent assumptions)

General Expectations

• Follow written procedures, checklists, and templates exactly as provided
• Do not make estimating, contractual, scope, or qualification decisions
• Maintain strict confidentiality of pricing, contracts, and proprietary data
• Communicate task completion and note missing items or exceptions
• Escalate any task that falls outside defined processes to internal staff

Qualifications

• Strong administrative and document management experience
• High attention to detail and accuracy
• Ability to follow structured processes without deviation
• Excellent organizational and file management skills
• Clear written communication and reliable follow-through
• Comfortable working with cloud file systems and project folders

Preferred Experience

• Familiarity with BuilderTrend or similar construction/project management platforms
• Experience working with CRM systems such as Pipedrive
• Background supporting construction, estimating, or preconstruction teams

Requirements

This is a full time job

Up to $6/hr