Construction Project Administrator & Cost Tracking

ELEVATE AND DELEGATE LLC; Philippines; On-site; PHP 1,256,000 - 2,233,000; Full time

Job summary

ELEVATE AND DELEGATE LLC is seeking a skilled Construction Administration and Project Accounting coordinator to support US-based development, design, construction, and accounting teams. You will log, organize, and manage notices, permits, contracts, and COIs, while tracking pay applications and invoices in a disciplined, detail-oriented manner.

The role requires 3+ years in construction administration or related fields, strong Excel/Sheets competence, and experience with project tracking and

Qualifications

• 3+ years of experience in construction administration or related field.
• Experience with construction projects, contractors, subcontractors, or developers.
• Strong understanding of job costing and construction financial processes.
• Experience reviewing Schedules of Values, pay applications, invoices, and supporting documentation.
• Familiarity with permits and permit tracking.
• Experience maintaining project trackers, logs, and documentation.
• Understanding of contracts, change orders, insurance certificates, and lien releases.
• Proficiency in Excel/Google Sheets and document management systems.
• Experience with Yardi or similar construction accounting software is a plus.
• Excellent organizational and follow-up skills.
• Strong attention to detail and ability to manage multiple deadlines.
• Strong written and verbal English communication.
• Ability to work with U.S.-based teams.
• Microsoft Project experience preferred.

Responsibilities

• Maintain the Development Team's meeting calendar, including meeting invites, agendas, and minutes.
• Maintain and update the project master tracker.
• Receive, log, organize, and maintain Notices to Owner.
• Receive, log, save, and request updates to COIs.
• Track the status of permit submissions, reviews, and comments.
• Maintain a permit log and follow up on outstanding items.
• Save and organize all contracts, change orders, and project-related documentation.
• Process DocuSign documents and coordinate notary requirements as needed.
• Distribute signed and notarized documents to the appropriate parties and maintain organized records on the shared drive.
• Maintain accurate project files and ensure documentation is properly named, stored, and easily accessible.
• Process and track purchases (e.g., furniture, accessories, stone material, etc.).
• Review and process pay applications and invoices according to established workflows and approval requirements.
• Review Schedules of Values (SOVs) for accuracy and completeness.
• Track approved contract values, invoiced amounts, payments, and remaining balances.
• Maintain job cost information and project financial tracking spreadsheets or Yardi reports.
• Track the timeliness of pay applications and invoices to ensure compliance with Owner contract requirements.
• Verify that required documentation is included with pay applications, including: Conditional lien releases, Unconditional lien releases, Subcontractor backup, Supporting documentation, Other contractual requirements
• Coordinate and support the pay application and lender draw process.
• Maintain accurate records of invoices and payment documentation on the shared drive.
• Follow up with contractors, subcontractors, and internal teams regarding missing or incomplete documentation.
• Inform the Project Manager once payments have been processed.

Skills

Construction administration

Project coordination

Job costing

Excel / Google Sheets

Document management

English communication

Yardi

Microsoft Project

Attention to detail

Organizational skills

Tools

Yardi

Microsoft Project

Document management systems

Job description

ELEVATE AND DELEGATE LLC is seeking a skilled Construction Administration and Project Accounting coordinator to support US-based development, design, construction, and accounting teams. You will log, organize, and manage notices, permits, contracts, and COIs, while tracking pay applications and invoices in a disciplined, detail-oriented manner.

The role requires 3+ years in construction administration or related fields, strong Excel/Sheets competence, and experience with project tracking and