WithPort is a Business process outsourcing & virtual staffing solutions in the Philippines.
We’re passionate about empowering start-ups, entrepreneurs, & small to medium-sized businesses by enhancing their efficiency and reducing operational costs.
About the Role
We’re looking for a sharp, highly organized Remote Executive Assistant to partner directly with company leadership in building operational structure across the business. Your mission is to bring clarity to the chaos by designing and maintaining simple, effective systems for job costing, billing, project tracking, scheduling, and communication.
This is not a traditional assistant role — we need a problem solver, systems thinker, and process builder who can work independently, coordinate with field and office teams, and consistently improve how we run our projects.
Key Responsibilities
1. Job Costing & Margin Tracking
Build and maintain detailed job cost tracking spreadsheets
Monitor actual vs. budgeted costs across labor, materials, rentals, and subcontractors
Flag cost overruns and margin slippage weekly
2. Billing, Pay Apps & Change Orders
Maintain billing schedules and pay application logs
Track submitted, approved, and invoiced change orders
Follow up on unpaid invoices and manage lien waivers
3. Cash Flow & Forecasting
Build and update weekly cash flow forecasts
Track accounts receivable and payable
Identify shortfalls in advance and escalate issues early
4. Equipment & Vendor Oversight
Monitor rental equipment usage and terms
Reconcile vendor invoices against job budgets
Identify billing errors, overages, and unnecessary costs
5. Field Reports & Delay Logs
Collect and organize daily field reports from crew leads
Maintain a running log of delays for potential change orders
Deliver concise weekly summaries to company ownership
6. Systems & Documentation
Organize digital project folders and documentation (contracts, COs, compliance docs)
Build dashboards for live job status and cost visibility
Develop standardized templates and repeatable workflows
7. Reporting & Coordination
Provide clear daily updates and detailed weekly reports to leadership
Highlight areas where time and money are being lost
Communicate effectively with field foremen, vendors, and GCs to gather critical information
You’re a Great Fit If You:
Have 2+ years of experience in construction administration, project coordination, or operations
Are confident managing job costing, billing systems, and back-office logistics
Excel in Google Sheets and are experienced with project tools like Trello, Notion, or Airtable
Thrive in fast-paced environments where you bring order and systems to disorganized workflows
Communicate clearly, professionally, and confidently in English
Are self-directed, accountable, and excellent at managing your own time
(Bonus) Have experience working with subcontractors in steel, PEMB, concrete, or related trades
What We Offer
100% Remote Work
Flexible hours with core availability overlapping U.S. Central Time
Collaborative, no-drama team environment
Opportunity to make a meaningful impact by improving how a growing business operates
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