Popularis Construction Inc.

Office Coordinator (Remote) 

Always, Building Forward 

Popularis Construction Inc. is a growing general contractor specializing in high-end residential renovations and commercial construction. We are committed to quality craftsmanship, operational excellence, and an exceptional experience for our clients and team. 

We are seeking a highly organized and proactive Office Coordinator to support the administrative operations of our growing company. This is a fully remote position with responsibility for keeping important administrative, compliance, documentation, and permitting processes organized and on track. 

The ideal candidate is detail-oriented, dependable, comfortable working independently, and able to take ownership of tasks from start to finish. 

Key Responsibilities 

Office Administration 

• Own the general office inbox: triage every message, route it to the right person, and follow it through to closure 
• Act as the escalation point for the phone answering service when a caller needs a person 
• Coordinate administrative tasks, deadlines, and follow-ups
• Maintain organized digital records and company documentation
• Maintain the company registers -- licences, insurance policies,  recurring bills, vehicle registrations and inspections -- so every renewal date is current and accurate 
• Keep the Office Administration job in JobTread current: tasks assigned, dated, and grouped 
• Record PTO and absence notices in the company register
• Prepare documents and paperwork for internal and external meetings
• Prepare and release construction contracts and closeout paperwork
• Support management with administrative projects as needed 

Insurance & Compliance 

• Maintain insurance policies, certificates, and related documentation
• Manage insurance audits by gathering and organizing required information
• Track insurance renewals, deadlines, and outstanding requirements
• Coordinate with insurance providers and internal team members
• Issue certificates of insurance to clients and entities on request, or route the request to the broker 
• Collect and verify subcontractor W-9s, certificates of insurance, and workers compensation before onboarding 
• Track company and individual licence renewals (HIC, CSL, CPHB) and state corporate filings 
• Maintain vehicle registrations, inspections, and fleet insurance dates Permitting 
• Provide administrative support to the in-house permitting team, which holds the applications and the municipal relationships 
• Maintain an accurate tracker of active permits 
• Track applications, approvals, inspections, renewals, and outstanding items 
• Follow up with permitting offices and communicate status updates internally 
• Manage owner and client signatures on permit authorization forms and report what is outstanding 
• Ensure permit documentation is complete and organized 

Hiring & Documentation 

• Coordinate administrative tasks for new hires 
• Prepare and track new-hire paperwork and onboarding documents
• Prepare documents for electronic signature through DocuSign or similar platforms 
• Track outstanding signatures and maintain executed documents
• Maintain organized employee and company records 
• Maintain a contract execution log: who signed what, when, and which version 
• Prepare access requests for the IT provider when someone joins or leaves, and confirm they are completed 

Payroll 

• Audit and execute biweekly payroll through the company's payroll provider 
• Reconcile hours, PTO, and absences against the company register before each payroll run 
• Process payroll changes for new hires, terminations, and rate changes
• Maintain payroll records and resolve employee payroll questions

Operations & Systems 

• Set up, document, and execute operational SOPs, and keep them current as processes change 
• Run the recurring checks each SOP calls for and escalate exceptions to the responsible owner 
• Build and maintain AI agent automations that take repetitive work off the team, such as inbox triage, deadline tracking, and follow-ups
• Monitor automation output, handle the exceptions it surfaces, and improve the automations over time 

Scope of the Role 

• Accounts payable and accounts receivable are owned by the bookkeeper; this role does not handle them 
• Payroll is owned by this role 

Qualifications 

• 5+ years of experience in office administration, office management, operations, or a similar role 
• Excellent organization, attention to detail, and follow-through
• Strong written and verbal communication skills 
• Proficiency with Google Workspace and Microsoft Office
• Comfortable working with electronic signature platforms such as DocuSign 
• Comfortable maintaining trackers and registers in a construction management platform such as JobTread 
• Experience writing, implementing, and maintaining SOPs
• Experience processing payroll for a U.S. company 
• Hands-on experience building automations with AI agents (for example Claude, ChatGPT, Zapier, Make, or n8n) 
• Ability to manage multiple priorities independently in a remote environment 
• Professional and responsive communication style 
• Ability to maintain confidential information 
• English proficiency required 
• Experience working with U.S.-based companies is preferred
• Construction, permitting, insurance, or compliance experience is preferred 
• A keen focus on building systems and processes 
• A drive for growth and expansion 

Pay & Benefits

• $9-$14 USD per hour, depending on experience and qualifications
• Full-time, remote position 
• Monday-Friday schedule aligned with company operating hours, 7 AM- 3 PM Eastern 
• Professional development and training opportunities 
• Long-term growth opportunities within a growing construction company 
• Opportunity to work directly with company leadership and take ownership of important business processes 

Why Join Popularis Construction? 

• Join a growing company focused on our Building Forward philosophy
• Take ownership of meaningful administrative and operational responsibilities 
• Work directly with leadership and play an important role in the company's growth 
• Help build systems and processes that support a growing construction business 
• Work with a team that values professionalism, accountability, quality, and service 

If you're organized, proactive, detail-oriented, and take pride in making sure things get done correctly and on time, we'd love to hear from you. 

Apply today and take the next step in your career with Popularis Construction. 

Popularis Construction Inc. is an equal opportunity employer. DISCLAIMER 

This job profile outlines general duties and minimum skill levels required. It is not a complete list of responsibilities or qualifications. Employment with Popularis Construction, Inc. is subject to applicable employment laws and company policies and may be terminated consistent with applicable law.