Production Administrator/Estimator (Virtual Assistant)
Heartwood Residential Design + Build
7d
None, None, PH
5849 miles away
Job Type
Full-time
Job Description
About the Role
The Production Administrator (Virtual Assistant) is a critical member of our Project Management Team, responsible for ensuring the accurate, timely, and organized flow of information between the field, office, and clients.
This is a remote position based in the Philippines, supporting our California team during U.S. business hours (Pacific Time).
You will work closely with the Production Manager, Project Managers, Design, Sales, and Finance to keep projects coordinated from pre-production through closeout.
This role is ideal for someone who is:
The Production Administrator (Virtual Assistant) is a critical member of our Project Management Team, responsible for ensuring the accurate, timely, and organized flow of information between the field, office, and clients.
This is a remote position based in the Philippines, supporting our California team during U.S. business hours (Pacific Time).
You will work closely with the Production Manager, Project Managers, Design, Sales, and Finance to keep projects coordinated from pre-production through closeout.
This role is ideal for someone who is:
- Highly organized
- Detail-oriented
- Calm under pressure
- Proactive and solutions-focused
- Comfortable working across time zones
Key Responsibilities
Project & Information Coordination
- Ensure all project plans, specifications, and documentation are organized and up to date
- Maintain accurate electronic files within Buildertrend and Google Drive
- Proactively identify missing or incomplete information before it impacts the field
- Process purchase requests, track purchase orders, upload and code bills
Scheduling & Workflow Management
- Maintain and update project schedules in Buildertrend
- Coordinate subcontractors, inspections, deliveries, and meetings
- Work closely with the Production Manager to manage schedule adjustments
RFI & Change Order Management
- Manage the office-side RFI process and support timely resolution
- Compile, track, and distribute change orders accurately
Action Item & Process Management
- Maintain pre-production, active production, and closeout task lists
- Assign and track action items using task management tools
- Support coordination between Sales, Design, Production, and Finance
Client Communication & Support
- Support client communication regarding day-to-day logistics
- Prepare agendas, meeting notes, and project updates
- Maintain professional, timely communication standards
Standards & Professional Conduct
- Uphold company systems and documentation standards
- Maintain professionalism and composure in a deadline-driven environment
How Success Is Measured
Success in this role is evaluated by:
- Timely resolution of RFIs and production requests
- Accurate and consistently updated schedules
- Well-organized documentation and task tracking
- Field teams properly prepared for upcoming work
- Clear, professional client communication
What We're Looking For
- 2+ years experience supporting construction, production, or project management teams (preferred)
- Experience working remotely with U.S.-based teams is a plus
- Familiarity with construction terminology preferred
- Comfortable using Buildertrend, Google Drive, and task management systems
- Proficient in Microsoft Office
- Strong written and verbal English communication skills
- Ability to work Pacific Time hours
- Self-starter with strong initiative and follow-through
Compensation & Benefits
- Competitive salary (based on experience and skill level)
- Long-term remote opportunity
- Structured systems and clear expectations
- Opportunity to grow within a U.S.-based residential construction company
How to Apply
Interested candidates should submit:
- Updated resume
- Brief cover letter explaining relevant construction or production support experience
- Confirmation of availability to work Pacific Time hours
- 1-minute Pre-recorded introduction video.
Qualified applicants will be contacted for next steps.
Job Posted by ApplicantPro