Construction Project Manager

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