Remote Administrative Support

We are seeking a highly organized, process-driven Remote Administrative Support professional to assist with repeatable, execution-focused tasks for a General Contracting team. This role supports subcontractor setup, document control, inbox and file management, and CRM data accuracy for business development and preconstruction activities.

This position is strictly administrative and follows established procedures and checklists. All technical decisions, scope interpretation, estimating judgments, and contractual reviews remain with internal GC staff. The ideal candidate is detail-oriented, reliable, and comfortable working independently within clearly defined processes.

Key Responsibilities

• Subcontractor & Vendor Setup (BuilderTrend)
• Create subcontractor and vendor profiles in BuilderTrend as requested

Send standard qualification request emails requesting required documents

Certificate of Insurance

W-9

Invoice submission acknowledgment
Executed subcontractor agreement
Confirm receipt of required documents (no review or interpretation of coverage or terms)
Upload and organize qualification documents in BuilderTrend
Activate vendor records once all required items are complete
File all documents using established naming conventions and folder structures
Track expiration dates and send renewal requests for insurance and agreements
Update backlog and bring existing vendor records up to date
Estimating & Preconstruction Inbox Management
Monitor estimating and preconstruction inboxes during assigned hours
Save and file inbound estimates, quotes, and attachments to correct project folders
File relevant email threads and attachments without altering content
Maintain organized project correspondence archives
Project Folder Management & Document Control
Maintain organization of prospect and preconstruction project folders
Apply standard naming conventions and version control consistently
Ensure new and revised documents are stored in correct locations
Archive outdated or superseded files per company standards
Close out and archive lost projects, including status updates in BuilderTrend

CRM Data Integrity (Pipedrive)

• Enter and update project data in Pipedrive as directed by internal staff
• Complete required project detail fields using only provided information
• Flag missing, unclear, or incomplete data for follow-up (no independent assumptions)

General Expectations

• Follow written procedures, checklists, and templates exactly as provided
• Do not make estimating, contractual, scope, or qualification decisions
• Maintain strict confidentiality of pricing, contracts, and proprietary data
• Communicate task completion and note missing items or exceptions
• Escalate any task that falls outside defined processes to internal staff

Qualifications

• Strong administrative and document management experience
• High attention to detail and accuracy
• Ability to follow structured processes without deviation
• Excellent organizational and file management skills
• Clear written communication and reliable follow-through
• Comfortable working with cloud file systems and project folders

Preferred Experience

• Familiarity with BuilderTrend or similar construction/project management platforms
• Experience working with CRM systems such as Pipedrive
• Background supporting construction, estimating, or preconstruction teams

Requirements

This is a full time job

Up to $6/hr

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Remote Raven is a staffing remote agency specializing in connecting businesses, all over the world., with highly educated and skilled remote professionals, or "Ravens," primarily based in the Philippines.

The company provides tailored solutions to meet diverse client needs, ranging from administrative support and accounting to specialized roles like digital marketing and graphic design, as long as the work can be done remotely.