process-driven Administrative Assistant

Company

Inside Out Hiring

Salary / Compensation

• $8 per hour
• Part-time position with opportunity to transition to Full-Time
• Target start date: ASAP

Overview / Job Description

Inside Out Hiring is seeking a process-driven Administrative Assistant to support a New York/New Jersey-based construction firm specializing in inspections and project administration. This remote role focuses on managing back-office operations, coordinating projects, maintaining construction documentation, and supporting day-to-day administrative processes.

This is not a general Virtual Assistant role. The ideal candidate must have prior construction industry experience, advanced Excel skills, and the ability to work accurately and efficiently in a fast-paced, high-accountability environment.

Responsibilities

Administrative Support

• Manage executive and project manager email inboxes, calendars, and appointments
• Schedule meetings, site visits, and subcontractor coordination calls
• Perform data entry and maintain organized digital filing systems
• Prepare reports, correspondence, and internal documentation
• Perform general administrative duties as required

Project Coordination

• Assist with project scheduling, timelines, and task tracking
• Update project management software with project information
• Coordinate with subcontractors, vendors, and suppliers
• Monitor project progress and flag delays or operational issues

Document & Compliance Management

• Maintain contracts, permits, insurance certificates, and licenses
• Ensure documentation remains current and compliant
• Organize and maintain digital blueprints, drawings, and project specifications
• Maintain accurate project documentation and records

Financial & Administrative Operations

• Assist with timesheet management and hour tracking
• Perform QuickBooks data entry
• Maintain client and project records
• Track leads, bids, and project pipelines
• Update contact databases and internal records

Communication & Client Support

• Serve as a point of contact between clients, contractors, and internal teams
• Respond to inquiries and provide project updates
• Maintain professional communication across all channels

Requirements

Experience

• Previous administrative support experience
• Construction industry experience is required
• Working knowledge of construction terminology, materials, and repair processes
• Experience supporting project administration within construction environments
• Experience using QuickBooks for data entry

Skills & Competencies

• Advanced Microsoft Excel skills, including formulas, formatting, and data validation
• Expert-level proficiency with Google Workspace
• Strong knowledge of Adobe Acrobat/PDF
• Excellent organizational and record management skills
• Strong written and verbal English communication skills (C1 English required)
• High attention to detail and accuracy
• Strong analytical and critical thinking skills
• Ability to identify inconsistencies and resolve issues proactively
• Ability to work efficiently in a fast-paced environment
• Dedicated home office with reliable internet and backup power solution (UPS, inverter, or generator)

Candidate Profile

You SHOULD Apply If

• You have experience working in the construction industry
• You are highly detail-oriented and committed to accuracy
• You have advanced Excel and QuickBooks skills
• You communicate professionally and efficiently in English
• You are proactive and able to identify problems before they escalate
• You perform well under direct management and fast-paced workflows
• You value process, organization, and accountability
• You have a reliable home office setup with backup power

You Should NOT Apply If

• You have no construction industry experience
• You are looking for a general Virtual Assistant role
• You struggle with attention to detail or data accuracy
• You are uncomfortable working in a direct, high-performance environment
• You lack advanced Excel or QuickBooks skills
• You do not have reliable internet or backup power
• You cannot communicate fluently in English throughout your shift

Other Information

Additional Benefits / Highlights

• Fully remote position (LATAM)
• Part-time role with opportunity to transition to Full-Time
• $8/hour
• Monday–Friday schedule (10:00 AM – 2:00 PM EST)
• Target start date: ASAP
• Opportunity to support a construction firm with over 30 years of industry experience
• Fast-paced, process-driven work environment
• Role responsibilities may evolve based on business needs
• C1 English proficiency required
• Resume and audio recording must be submitted in English
• Applicants are encouraged to watch the required Loom hiring overview before applying