Office Coordinator (Remote)

Popularis Construction Inc.; Caracas; A distancia; VES 10.624.000 - 16.526.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Full-time remote position

Eastern hours (7 AM-3 PM ET)

Professional development opportunities

Growth opportunities in operations

Ownership of business processes

Descripción de la vacante

Popularis Construction Inc. is hiring an Office Coordinator (Remote) to support administrative operations for a growing contractor. This role oversees email triage, document control, and coordination across compliance, permitting, onboarding, and payroll.

You will handle insurance certificates, licenses, and vendor relations while building SOPs and AI-driven automations to streamline processes. Excellent English and independence are essential.

Formación

• 5+ years in office administration or similar role.
• Strong organizational skills and attention to detail.
• Experience processing payroll for a U.S. company.
• Experience writing, implementing, and maintaining SOPs.
• English proficiency required.

Responsabilidades

• Own the general office inbox: triage messages and route to the right person.
• Act as escalation point for phone answering service.
• Coordinate administrative tasks, deadlines, and follow-ups.
• Maintain organized digital records and company documentation.
• Maintain company registers (licences, insurance, renewals) and ensure accuracy.
• Keep JobTread tasks current with dates and grouping.
• Record PTO and absence notices.
• Prepare documents for meetings and签署.
• Prepare and release construction contracts and closeout paperwork.
• Support management with administrative projects.

Conocimientos

Office administration

Organization

Detail-oriented

Communication skills

Google Workspace

DocuSign

Construction knowledge

Herramientas

JobTread

DocuSign

Microsoft Office

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

• $9-$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.

This job profile outlines general duties and minimum skill levels required. It is not a complete list of responsibilities or qualifications. Employment withPopularis Construction, Inc. is subject to applicable employment laws and company policies and may be terminated consistent with applicable law.