Company Overview
We are a growing construction company with a field team of 7 employees, focused on high-quality project delivery through a lean, efficient operating model. We are building a scalable remote operations team to support continued growth, and this role is at the center of that vision. We do not use Procore or similar enterprise platforms — we operate on QuickBooks, QuickBooks Time, Excel, Google Sheets, and Google Drive, and we expect our team to be highly proficient within these tools.
Position Overview
We are seeking a highly organized, detail-oriented Remote Construction Project Manager to manage all off-site aspects of our construction projects. This role serves as the operational backbone of each project — supporting field teams by handling financial tracking, scheduling, subcontractor coordination, documentation, client communication, and process development. The ideal candidate brings a strong financial mindset, construction project experience, and the tech-savviness to build efficient systems and leverage modern tools including AI and automation.
Tools We Use
- QuickBooks — job costing and control
- QuickBooks Time (TSheets) — field team time tracking
- Excel / Google Sheets — budgeting, tracking, and reporting
- Google Drive / Microsoft Office — documentation and file management
- ChatGPT and AI tools — workflow improvement and efficiency
- Zapier or similar automation tools — process automation
Core Responsibilities
Financial Management & Job Costing
- Manage job costing within QuickBooks, ensuring all costs are accurately coded and tracked to the correct job
- Code invoices and maintain accurate cost records throughout each project lifecycle
- Maintain project budgets and forecasts in Excel with consistent budget vs. actual tracking
- Manage change orders from initiation through documentation and approval
- Generate financial reports, cost forecasts, and variance summaries for ownership review
Field Team Coordination & Time Tracking
- Ensure field team members log time accurately to the correct jobs in QuickBooks Time
- Monitor and audit time entries weekly, identifying and correcting missing or inaccurate records
- Coordinate with field leads to resolve discrepancies and maintain clean payroll-ready data
- Build accountability systems that reduce time tracking errors over time
Project Coordination & Scheduling
- Maintain project schedules and rolling 3-week lookaheads for all active projects
- Coordinate work sequencing to minimize delays and keep field teams moving efficiently
- Track project progress against schedule and flag risks proactively to ownership
Procurement & Subcontractor Management
- Solicit bids and manage the subcontractor onboarding process
- Issue subcontract agreements and track compliance with insurance, licensing, and documentation requirements
- Manage subcontractor performance and communication throughout project execution
Pre-Construction & Project Setup
- Assist with bidding support, permit applications, utility coordination, and site setup logistics
- Coordinate pre-construction approvals with stakeholders including municipalities, HOAs, and clients
- Ensure all necessary documentation and approvals are in place before field work begins
Documentation & Systems
- Maintain organized and up-to-date project file systems in Google Drive
- Track and manage RFIs, submittals, plan revisions, and change documentation
- Ensure all project records are complete, version-controlled, and easily retrievable
Daily Operations & Field Support
- Conduct daily coordination check-ins with field teams to monitor progress and resolve issues
- Track daily logs, material deliveries, and open items across all active projects
- Serve as the remote operational hub connecting field activity to documentation and financials
Client Communication
- Provide regular project updates to clients in a clear and professional manner
- Run client meetings and maintain strong, trust-based client relationships throughout the project
- Manage client expectations proactively, especially around schedule and budget changes
Project Closeout & Warranty
- Manage punch list creation, tracking, and completion at project closeout
- Coordinate closeout documentation including as-builts, warranties, and final lien releases
- Track and manage warranty obligations post-completion
Process & System Development
- Build and continuously improve tracking systems, templates, and workflows in Excel and Google Sheets
- Identify inefficiencies in current processes and develop practical solutions
- Create reusable systems that scale with company growth and reduce reliance on tribal knowledge
Technology, AI & Automation
- Use tools like ChatGPT to improve workflow efficiency, communication, and documentation quality
- Identify and implement automation opportunities using Zapier or similar platforms
- Stay current on practical AI and technology tools relevant to construction operations
- Champion a tech-forward mindset that keeps the company operating efficiently as it grows
Insurance & Estimating Support
- Support insurance-related projects and maintain required documentation for claims and compliance
- Assist with estimating workflows and bid preparation as needed
- Learn and utilize Xactimate for insurance estimating — prior experience preferred
Required Qualifications
- 4 to 8 or more years of construction project management or operations experience
- Hands-on QuickBooks job costing experience highly preferred
- Proficiency with QuickBooks Time or equivalent field time tracking platforms
- Advanced Excel and Google Sheets skills for budgeting, tracking, and reporting
- Strong organizational skills with the ability to manage multiple projects simultaneously
- Excellent written and verbal communication skills for client and team-facing interactions
- Ability to hold field teams accountable to time, documentation, and process standards remotely
Preferred Qualifications
- Prior remote construction project management experience in a U.S.-based operation
- Residential and light commercial construction background
- Familiarity with permitting processes and HOA coordination
- Experience with Xactimate for insurance project estimating
- Pacific Standard Time overlap — must be available for at least 4 to 6 hours of PST business hours
Ideal Candidate Profile
- Highly organized and detail-oriented — you build systems to stay ahead, not to catch up
- Strong financial mindset — you think in job costs, budgets, and variances, not just tasks
- Tech-savvy and AI-capable — you actively use modern tools to work smarter
- Comfortable holding field teams accountable in a professional, firm, and constructive way
- Self-directed and proactive — you identify problems and solve them before being asked
- Builder at heart — you enjoy creating processes, templates, and systems that make everyone more efficient
Requirements
This is a full time role
Up to $8/hr
100% Remote
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