Remote Executive Assistant (Construction Operations & Systems Builder – Steel Erection)

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