Administrative Manager

Administrative Manager

📍 Location: Remote (Exclusive opportunity for Latin American talent)

💰 Salary: $3,500 – $4,500 USD per month (Independent contractor, paid via Gusto; final rate depends on experience)

💵 Payment: Bi-weekly base payments

💼 Employment Type: Contractor

🕙 Schedule: Full-time (40 hours/week), Monday through Friday, 7:00 AM – 4:00 PM Central Time (occasional availability outside these hours may be required)

🏝️ Perks & PTO: Paid Time Off for US Holidays: Independence Day (July 4th), Thanksgiving Day, Christmas Day, and New Year's Day (plus half days off the day before Thanksgiving, Christmas, and New Year's Day)

👥 Direct Reports: Construction Administrative Assistant team and Job Dispatcher

About the Opportunity

Latino Legends is recruiting an exceptional Administrative Manager to join a rapidly expanding US-based construction firm operating across major metropolitan markets in Texas and Arizona (including Houston, Dallas/Fort Worth, and Phoenix).

Our client specializes in residential turns, rehabs, and service work for institutional real estate partners, alongside commercial and private build projects. They are looking for an experienced operational leader from Latin America who can manage remote administrative talent and run daily workflows with precision.

Position Summary

The Administrative Manager leads the company’s end-to-end administrative operations while supervising a dedicated remote team (Construction Administrative Assistants and a Job Dispatcher).

This is a true working-manager position. Beyond mentoring and leading your team, you will personally manage core administrative workflows—including job setup, change orders, billing, documentation, client communications, compliance records, and leadership reporting. The ideal candidate has managed administrative or operational functions within construction, property management, or the trades, and operates with high autonomy.

Key Responsibilities

Team Leadership & Allocation

• Supervise, mentor, and evaluate the Construction Administrative Assistant team and the Job Dispatcher.

• Distribute and balance workloads across regional markets and Project Managers, adjusting coverage as project volumes fluctuate.

• Set clear performance standards, lead regular check-ins, conduct performance coaching, and partner with the VP of Operations on talent strategy.

• Lead recruiting, interviewing, and onboarding for new additions to the remote administration team.

Core Operations & Job Administration

• Build and maintain job files in JobTread, tracking scopes, budgets, timelines, and client data.

• Process change orders, purchase orders, lien waivers, and billing submissions via client portals.

• Handle direct communications with clients, property managers, and homeowners via phone and email regarding job progress, scheduling, and documentation.

• Step in to support direct reports during capacity surges or planned absences.

Company Administration & Compliance

• Oversee full-cycle onboarding and offboarding for staff and contractors (system provisioning, Gusto setup, documentation, equipment tracking).

• Maintain complete personnel records, contractor agreements, worker classifications, and policy sign-offs.

• Manage corporate compliance files, including contractor licenses, certificates of insurance (COIs), vendor agreements, W-9s, and renewal schedules across states.

• Support accounts receivable and accounts payable workflows, verifying billing accuracy, following up on collections, and tracking weekly AR logs.

• Deliver regular analytical reports to senior leadership covering job margins, pending change orders, cash receivables, and team output.

Process Standardization & Tooling

• Write and maintain Standard Operating Procedures (SOPs) for administrative routines; audit output for quality control.

• Administer software ecosystems: Google Workspace Admin, JobTread, CompanyCam, and Gusto.

• Continuously detect operational bottlenecks and roll out scalable workflow enhancements.

Qualifications & Requirements

• Experience: 3+ years in an administrative management or operational supervisor capacity, preferably overseeing remote teams within construction, trades, or property management.

• Bilingual Fluency:

  • English: Native or near-native proficiency (written and spoken). You will interact daily with US executives, institutional property managers, and homeowners. (A phone screening and written evaluation are required during the selection process).

  • Spanish: Full fluency to effectively coordinate with field crews and trade teams.

• Industry Acumen: Working knowledge of US construction documentation, including work orders, subcontracts, change orders, purchase orders, lien waivers, client portal billing, and job dispatching.

• Client & Phone Presence: Strong verbal communication skills, comfortable handling inbound/outbound client calls, status briefings, and conflict resolution.

• Technical Proficiency: Advanced Google Workspace (Admin Console, Sheets, Docs, Calendar), familiarity with construction platforms (JobTread or equivalent like Procore/Buildertrend), CompanyCam, Microsoft Office, and Gusto.

• Work Setup: Fully equipped home office located in Latin America with high-speed internet, a dedicated quiet workspace for confidential calls, a reliable backup connectivity solution, and a dependable computer.

Preferred Assets:

• Prior experience as the lead operations/administrative manager for a US contractor.

• Direct background managing contractor agreements, insurance compliance, and worker classifications.

• Hands-on experience with institutional investor portals and construction lien processes.