Office Coordinator (Remote)

Popularis Construction Inc.; Bogotá; A distancia; COP 50.131.000 - 63.803.000; Jornada completa

Descripción de la vacante

Popularis Construction Inc. is seeking a highly organized Office Coordinator to support administrative operations on a fully remote basis. The role focuses on documentation, compliance, permits, onboarding, payroll, and automation to streamline processes.

The ideal candidate has 5+ years in office administration, excellent organization, and strong communication skills. Experience with DocuSign, JobTread, and AI automation is a plus for optimizing workflows in a remote construction environment.

Formación

• 5+ years in office administration or related role.
• Experience processing payroll for a U.S. company.
• Experience writing, implementing, and maintaining SOPs.
• English proficiency required.
• Experience with construction, permitting, insurance, or compliance is preferred.

Responsabilidades

• Own the office inbox; triage messages and route to the right person.
• Act as escalation point for phone answering service.
• Coordinate administrative tasks and deadlines; maintain records.
• Prepare documents for internal/external meetings and contracts.
• Support permitting team with documents and tracking.
• Maintain payroll records and run biweekly payroll.
• Record PTO and absence notices.
• Prepare documents for meetings and signatures.
• Support permitting team and maintain permit tracker.
• Prepare onboarding documents for new hires and IT access.

Conocimientos

Organization

Communication

Independent work

Attention to detail

Team coordination

Herramientas

Google Workspace

Microsoft Office

DocuSign

JobTread

Zapier

Make

n8n

Descripción del empleo

Popularis Construction Inc.

Office Coordinator (Remote)

Always, Building Forward

Popularis Construction Inc. is a growing general contractor specializing in high-end residential renovations and commercial construction. We are committed to quality craftsmanship, operational excellence, and an exceptional experience for our clients and team.

We are seeking a highly organized and proactive Office Coordinator to support the administrative operations of our growing company. This is a fully remote position with responsibility for keeping important administrative, compliance, documentation, and permitting processes organized and on track.

The ideal candidate is detail-oriented, dependable, comfortable working independently, and able to take ownership of tasks from start to finish.

Key Responsibilities

Office Administration

• Own the general office inbox: triage every message, route it to theright person, and follow it through to closure
• Act as the escalation point for the phone answering service when acaller needs a person
• Coordinate administrative tasks, deadlines, and follow-ups
• Maintain organized digital records and company documentation
• Maintain the company registers -- licences, insurance policies,recurring bills, vehicle registrations and inspections -- so everyrenewal date is current and accurate
• Keep the Office Administration job in JobTread current: tasks assigned,dated, and grouped
• Record PTO and absence notices in the company register
• Prepare documents and paperwork for internal and external meetings
• Prepare and release construction contracts and closeout paperwork
• Support management with administrative projects as needed

Insurance & Compliance

• Maintain insurance policies, certificates, and related documentation
• Manage insurance audits by gathering and organizing requiredinformation
• Track insurance renewals, deadlines, and outstanding requirements
• Coordinate with insurance providers and internal team members
• Issue certificates of insurance to clients and entities on request, orroute the request to the broker
• Collect and verify subcontractor W-9s, certificates of insurance, andworkers compensation before onboarding
• Track company and individual licence renewals (HIC, CSL, CPHB) andstate corporate filings
• Maintain vehicle registrations, inspections, and fleet insurance dates
• Permitting
• Provide administrative support to the in-house permitting team, whichholds the applications and the municipal relationships
• Maintain an accurate tracker of active permits
• Track applications, approvals, inspections, renewals, and outstandingitems
• Follow up with permitting offices and communicate status updatesinternally
• Manage owner and client signatures on permit authorization forms and report what is outstanding
• Ensure permit documentation is complete and organized

Hiring & Documentation

• Coordinate administrative tasks for new hires
• Prepare and track new-hire paperwork and onboarding documents
• Prepare documents for electronic signature through DocuSign orsimilar platforms
• Track outstanding signatures and maintain executed documents
• Maintain organized employee and company records
• Maintain a contract execution log: who signed what, when, and whichversion
• Prepare access requests for the IT provider when someone joins orleaves, and confirm they are completed

Payroll

• Audit and execute biweekly payroll through the company's payrollprovider
• Reconcile hours, PTO, and absences against the company registerbefore each payroll run
• Process payroll changes for new hires, terminations, and rate changes
• Maintain payroll records and resolve employee payroll questions

Operations & Systems

• Set up, document, and execute operational SOPs, and keep themcurrent as processes change
• Run the recurring checks each SOP calls for and elevate exceptions to the responsible owner
• Build and maintain AI agent automations that take repetitive work offthe team, such as inbox triage, deadline tracking, and follow-ups
• Monitor automation output, handle the exceptions it surfaces, andimprove the automations over time

Scope of the Role

• Accounts payable and accounts receivable are owned by thebookkeeper; this role does not handle them
• Payroll is owned by this role

Qualifications

• 5+ years of experience in office administration, office management,operations, or a similar role
• Excellent organization, attention to detail, and follow-through
• Strong written and verbal communication skills
• Proficiency with Google Workspace and Microsoft Office
• Comfortable working with electronic signature platforms such asDocuSign
• Comfortable maintaining trackers and registers in a constructionmanagement platform such as JobTread
• Experience writing, implementing, and maintaining SOPs
• Experience processing payroll for a U.S. company
• Hands-on experience building automations with AI agents (for example Claude, ChatGPT, Zapier, Make, or n8n)
• Ability to manage multiple priorities independently in a remoteenvironment
• Professional and responsive communication style
• Ability to maintain confidential information
• English proficiency required
• Experience working with U.S.-based companies is preferred
• Construction, permitting, insurance, or compliance experience ispreferred
• A keen focus on building systems and processes
• A drive for growth and expansion

Pay & Benefits

• $11-$14 USD per hour, depending on experience and qualifications
• Full-time, remote position
• Monday-Friday schedule aligned with company operating hours, 7 AM- 3 PM Eastern
• Professional development and training opportunities
• Long-term growth opportunities within a growing constructioncompany
• Opportunity to work directly with company leadership and takeownership of important business processes

Why Join Popularis Construction?

• Join a growing company focused on our Building Forward philosophy
• Take ownership of meaningful administrative and operationalresponsibilities
• Work directly with leadership and play an important role in the company's growth
• Help build systems and processes that support a growing constructionbusiness
• Work with a team that values professionalism, accountability, quality, and service

If you're organized, proactive, detail-oriented, and take pride in making sure things get done correctly and on time, we'd love to hear from you.

Popularis Construction Inc. is an equal opportunity employer.