Home-based administrative assistant

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

Number of Openings: 1
Hiring Priority: Active Hiring

We are looking for a Home-Based Administrative Assistant to join a growing U.S.-based commercial and federal construction company. In this role, you will provide remote administrative support to the Operations Manager and Project Management team by keeping project documentation organized, coordinating subcontractor compliance, tracking safety and training records, and monitoring deadlines. You will play a key role in following up on outstanding items, identifying missing information early, and making sure administrative tasks are completed accurately and on time, with minimal supervision.

REQUIRED CORE COMPETENCIES

• Organizational & Time Management – Effectively manages multiple trackers, logs, and project deadlines at the same time.
• Attention to Detail – Maintains a high level of accuracy in project documentation, compliance logs, and personnel records.
• Communication Skills – Communicates clearly and professionally with subcontractors, suppliers, project teams, and internal staff.
• Problem Solving & Proactiveness – Identifies missing documents and potential issues early and follows up before deadlines are missed.
• Document & Compliance Management – Strong understanding of document control, record keeping, and compliance tracking procedures.

WHAT YOU WILL DO

Construction Project Administration

• Preparing, organizing, and tracking construction submittals, RFIs, and related project documentation
• Maintaining accurate submittal logs, RFI logs, and project action-item trackers
• Following up with project teams, subcontractors, suppliers, and general contractors on outstanding documentation
• Organizing project files, drawings, correspondence, and records in SharePoint, Microsoft Teams, and Procore
• Assisting with project closeout packages, including warranties, O&M manuals, and other required documents

Subcontractor Compliance

• Requesting and tracking certificates of insurance (COIs), W-9s, licenses, and other required subcontractor documents
• Maintaining subcontractor compliance logs and monitoring document expiration dates
• Collecting certified payroll documentation and assisting with LCPtracker entries (where access is authorized)
• Preparing standard subcontract packages using approved templates and tracking signature and execution status

Safety, Training & Site Access Coordination

• Tracking employee and subcontractor safety training certifications and expiration dates
• Assisting with the preparation and tracking of site access and badging documentation
• Maintaining electronic records of required project-specific training and onboarding requirements

Office & Operations Administration

• Maintaining organized electronic records and document management systems
• Updating administrative trackers, project schedules, and task lists
• Coordinating meetings and preparing agendas and follow-up notes
• Assisting with digital employee onboarding documentation and approved personnel records
• Tracking company license, registration, and certification renewals
• Preparing professional correspondence, forms, reports, and internal communications

WHAT WE LOOK FOR

• Education: Bachelor's degree in Business Administration, Office Administration, Construction Management, Engineering, or a related field preferred.
• Experience: 2+ years of experience in administrative support, project coordination, or document control, preferably in the construction industry.
• Language Proficiency: Strong verbal and written English communication skills.
• Working schedule: Ability to work overnight/graveyard shifts in Philippine time or within US operating hours.
• Technical Skills: Strong proficiency in Microsoft Office (Excel, Outlook, Word) and Microsoft Teams. Familiarity with Procore, SharePoint, or similar document management systems is preferred. Familiarity with construction RFIs, submittals, and closeout documentation is an advantage. Knowledge of subcontractor compliance requirements (COIs, W-9s, licenses) is an advantage. Familiarity with federal construction documentation, certified payroll, or LCPtracker is a plus. Ability to work independently, prioritize assignments, and follow up on deadlines without constant supervision.

WHAT WE OFFER

• Salary Range: PHP 45,000 - 48,000
• Industry: Construction (Commercial & Federal)
• Job Type: Full-time
• Work Shift: 8:00 AM - 5:00 PM EST (USA)
• Workdays: Monday through Friday (USA)

BENEFITS OF WORKING WITH US

• Industry-leading salary packages
• Permanent work-from-home setup
• Company equipment provided
• Government-mandated benefits employer share
• Internet stipends upon regularization
• HMO Coverage upon regularization (with an option to enroll as early as Day 1)
• PTO credits and service incentive leaves
• Major spring and winter company live events
• Monthly employee appreciation virtual events
• Company-provided career skills training courses
• A company culture focused on your personal and professional growth

WHO WE ARE

DCX stands out as a leading BPO (Business Process Outsourcing) company that takes pride in assisting growth-focused small and medium-sized businesses across the United States to discover the perfect global talent to enhance their teams.

At DCX, our core beliefs center around fostering growth and making hiring easy. We are dedicated to helping business owners, executives, and industry leaders, primarily within the promotional products industry, in their search for superstar team members.

If you are on the lookout for a company that values growth and places a strong emphasis on its people-centered culture, then DCX is the place for you. As we say around here, LET'S GROW! If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!