Construction Operations Assistant

Overview:

We are hiring a Construction Operations Assistant for a family-owned general contracting company in the residential construction industry. This is a Part-Time remote role for a California-based client that can go up to Full-Time after a probationary 6 weeks. The role is focused on coordinating day-to-day project operations in JobTread, processing field notes and meeting transcripts into actionable tasks, managing financial records in QuickBooks, handling permits, and serving as a quality-control gatekeeper across documentation and workflows.

Key Responsibilities:

• Manage daily project workflows in JobTread: create/update jobs, tasks, schedules, and documentation

• Process field notes, meeting transcripts, and site walkthrough summaries into clear action items, SOPs, and reports

• Support bookkeeping tasks in QuickBooks Online: AP/AR, invoice preparation, receipt management, basic reconciliations, and progress billing support

• Act as quality-control gatekeeper: review scopes, estimates, materials lists, and change orders before release

• Prepare and submit permit applications; coordinate inspections and track approvals with local building departments

• Coordinate with subcontractors and vendors: request quotes, issue POs, schedule deliveries, and track lead times

• Maintain organized digital records: contracts, COIs, lien waivers, drawings, and project correspondence

• Generate client and internal status updates, punch lists, and weekly progress reports

• Leverage AI tools to summarize meetings, draft documentation, and streamline recurring workflows

• General admin support: inbox/calendar management, call notes, follow-ups, and task prioritization across 10–20 active jobs

Required Qualifications:

• 2+ years in residential construction operations, project coordination, or construction administration

• 2+ years of experience with job/project management software such as JobTread, Buildertrend, CoConstruct, Jobber)

• 2+ years experience with QuickBooks Online for basic construction-related bookkeeping tasks

• Strong written and verbal English communication; ability to translate field inputs into clear tasks and timelines

• 2+ years of experience manage permits/inspections and coordinate with municipalities and inspectors

Preferred Qualifications:

• Experience supporting US-based residential contractors (California experience a plus)

• Familiarity with progress billing, change orders, and job-cost tracking

• Comfort using AI productivity tools (e.g., Granola, Read.ai, Claude/GPT) and basic automation (Zapier/Make/n8n)

• Ability to read plans/specs and assist with takeoffs or estimate prep
  

Required Skills & Tools:

• JobTread or comparable construction PM platform

• QuickBooks Online

• Google Workspace or Microsoft Office (Docs/Sheets or Word/Excel)

• Communication tools (Slack/Zoom/Phone) and AI note-taking/summarization tools

• Permit portals and document management best practices

Schedule & Pay:

• Part-Time position; ~20 hours/week with at least 4 hours overlap during 8:00 AM–5:00 PM Pacific Time (ramp up to Full-Time 40 hours/week after a 6 week probationary period)

• Fully remote role for a California-based client

• R7,000-R10,000 per month (part-time), R14,000-R20,000 per month (full-time) 

• Includes onboarding support, training resources, and strong growth potential to a long-term full-time role
  

System Requirements:

• Internet speed of at least 20 Mbps upload and download

• Computer with a 2.4 GHz processor or higher

• 8 GB of RAM or higher

• Windows 10 or newer, or Mac OS X 10.10 or newer

• HD 720p webcam

• Headset with microphone

Benefits:

• Competitive pay rates

• Consistent hours and predictable workload

• Fully remote work with long-term potential

• Direct collaboration with the founder and field team, making a real impact

• Supportive and inclusive work environment

• Opportunity to grow alongside a family-owned residential construction company