Position Title: Operations Assistant

Reports To: Project Manager or Director of Operations

Location: Remote (LATAM)

Timezone: EST

Rate: $2,000-$2,5000

Benefits: PTO and Holiday Calendar

Overview

This remote role provides vital administrative and project coordination support to Landmark’s construction management team.

The Operations Assistant works closely with Project Managers, Superintendents, and company leadership to ensure that all project documentation, communications, and deliverables are organized, accurate, and up to date within our digital platforms.

The ideal candidate understands construction processes and terminology, thrives in a structured environment, and can manage multiple priorities while working independently.

Key Job Duties

Project Coordination & Support

• Support Project Managers with daily job coordination, task updates, and document tracking in JobTread, Procore (or similar project management system).
• Maintain and update project schedules, task lists, and job documentation to ensure accurate progress tracking.
• Prepare and send subcontractor agreements, insurance certificate requests, and other required compliance documentation.
• Track RFIs, submittals, and change orders, ensuring documents are logged, distributed, and followed up promptly.
• Generate weekly project summary reports and update internal dashboards for management review.
• Maintain organized digital project folders on company servers or cloud systems (SharePoint, Google Drive, etc.).

Administrative & Office Support

• Manage incoming emails, phone calls, and digital correspondence — routing information to the proper team member.
• Assist in creating and formatting proposals, contracts, and bid documents using company templates.
• Support invoice and expense tracking: collect and organize receipts, verify coding, and submit to accounting.
• Help with vendor and subcontractor onboarding, collecting W-9s, insurance certificates, and other credentials.
• Coordinate virtual meetings, prepare agendas, and take/distribute meeting minutes.
• Maintain internal databases for licenses, certifications, and expiration tracking (OSHA, insurance, vehicle registrations, etc.).

Communication & Client Support

• Act as a professional and responsive remote liaison between Landmark’s internal team, clients, and subcontractors.
• Send status updates, document requests, and meeting reminders on behalf of project managers.
• Ensure consistent branding and communication standards across all outgoing documents and emails.
• Track and log all correspondence for accountability and audit purposes.

Financial & Reporting Tasks

• Assist in compiling subcontractor invoices, payment applications, and lien waiver documentation.
• Update project cost-tracking spreadsheets and verify budget line items with project managers.
• Support preparation of monthly project financial reports and KPI summaries.

Digital Systems & Tools

Daily use of:

• JobTread (project tracking and document management) — serving as the team’s subject matter expert
• Microsoft Office / Google Workspace (Word, Excel, Docs, Sheets)
• Adobe Acrobat / PDF editing tools
• SharePoint or Google Drive (file management)
• Zoom / Teams (virtual meetings)
• Optional: familiarity with HubSpot CRM or QuickBooks Online

Qualifications

• 2–4 years of experience in construction administration, remote project coordination, or virtual executive assistant work.
• Familiarity with construction project flow: proposals → submittals → change orders → closeout.
• Strong organizational, written, and verbal communication skills.
• Ability to manage multiple deadlines and work across several active projects remotely.
• High proficiency with cloud-based file management, scheduling, and team communication platforms.
• Self-starter attitude with attention to detail and accountability in a virtual environment.
• Experience with JobTread or similar project management systems is highly preferred.

Performance Indicators (KPIs)

• Timeliness and accuracy of project document updates in JobTread.
• Responsiveness to client and subcontractor communications.
• Completeness of project documentation (RFIs, COs, invoices, closeout files).
• Positive feedback from project managers and leadership.
• Reduction in delays or missed follow-ups due to administrative errors.