Off-Site QA and Admin Coordinator

Virtustant; Argentina; Remote; ARS 42,552,000 - 63,828,000; Full time

Job summary

Virtustant is seeking an Off-Site QA and Admin Coordinator to support an Ontario-based construction client remotely. You will review logs, ensure quality control, and draft changes while coordinating with field teams to protect margins and streamline workflows.

Your role focuses on minimizing callbacks, timely change orders, and accurate invoicing, using tools like JobTread and CompanyCam, with a commitment to craftsmanship and efficiency.

Qualifications

• 2+ years in remote administrative, operations or project coordination.
• Sharp eye for discrepancies in measurements, invoices and photo logs.
• Proficient English written and spoken at C1/C2 level.
• Ability to work independently in a fast-paced, priority-shifting environment.

Responsibilities

• Review daily photo and video logs from field leads in CompanyCam.
• Check site uploads against tolerance checklists (subfloor flatness, reveal lines, stair geometry, cabinet plumb).
• Flag quality issues to field supervisor or owner before crews leave to cut callbacks.
• Draft client change orders and price adjustments from field notes in JobTread.
• Prepare preliminary material takeoffs and vendor quote comparisons under direction.
• Process vendor invoices, packing slips and receipts using OCR tools and project boards.
• Coordinate with logistics partners and delivery drivers to confirm site staging and POD photos.
• Manage scheduling boards and keep sub-trade compliance documents up to date (WorkSafeNB/WSIB, insurance).
• Assist with milestone billing reminders, client follow-ups, warranty inquiries and post-project reviews.

Skills

Remote admin

Attention to detail

English fluency

Independent work

Project coordination

Logistics coordination

Vendor management

Documentation

Tools

Google Workspace

Microsoft 365

CompanyCam

JobTread

Buildertrend

OCR tools

Job description

Job Title: Off-Site QA and Admin Coordinator

About The Company

Our client is an Ontario based construction group with two divisions, one specializing in flooring and custom stairs, and the other in residential general contracting.

Job Description

As our client scales, they want to hand as much administrative, preliminary and asynchronous quality control work as possible to a remote professional. This ensures their on-site people only do the work that must be done by hand. The goal is to cut back office friction, protect gross margins and streamline project workflows without compromising craftsmanship.

You will start by getting access to the software, learning the tolerance checklists and starting on photo log reviews. Success in the first 90 days looks like reduced callbacks, change orders drafted on time and invoices processed without errors.

Responsibilities Of The Role

• Review daily photo and video logs from field leads in CompanyCam.
• Check site uploads against standard tolerance checklists including subfloor flatness, reveal lines, stair riser geometry, and cabinet plumb levels.
• Flag quality issues to the field supervisor or owner before installation crews leave the site, to cut callbacks.
• Draft client change orders and price adjustments from field notes in JobTread.
• Prepare preliminary material takeoffs and vendor quote comparisons under direction.
• Process vendor invoices, packing slips and supplier receipts using optical character recognition tools and project boards.
• Coordinate with logistics partners and delivery drivers to confirm site staging schedules and proof of delivery photos.
• Manage project scheduling boards and keep sub-trade compliance documents including WorkSafeNB or Workplace Safety and Insurance Board and insurance certificates up to date.
• Assist with milestone billing reminders, client follow-ups, warranty inquiries and post-project review requests.

Required Experience And Qualifications

• 2 or more years of remote administrative, operations or project coordination experience.
• Exceptional attention to detail, specifically catching discrepancies in measurements, invoices and photo logs.
• Excellent written and verbal English at C1 or C2 level.
• The ability to work independently and proactively in a fast-paced environment with shifting priorities.

Preferred Skills

• Experience in construction, interior design, custom millwork or property management.
• Familiarity with construction platforms such as JobTread, Buildertrend and CompanyCam.

Personality

• Proactive, organized and independent.
• Comfortable with shifting priorities in a fast-paced environment.
• Serious about craftsmanship and protecting margins.

Software & Tools

• CompanyCam
• JobTread
• Google Workspace
• Microsoft 365
• Slack or Teams
• Optical character recognition tools
• Project management boards

Schedule

Monday, Tuesday, Wednesday, Thursday, Friday 09:00-17:00 ET 40 hours per week

Salary And Benefits

• Payment in USD or Local Currency according to candidate's preference.
• Full-time remote opportunity.