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 adecuado 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 theright person, and follow it through to closure
- Act as the escalation point for the phone answering service when acaller 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 everyrenewal 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 requiredinformation
- 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, orroute the request to the broker
- Collect and verify subcontractor W-9s, certificates of insurance, andworkers compensation before onboarding
- Track company and individual licence renewals (HIC, CSL, CPHB) andstate corporate filings
- Maintain vehicle registrations, inspections,



and fleet insurance dates
- Permitting
- Provide administrative support to the in-house permitting team, whichholds the applications and the municipal relationships
- Maintain an accurate tracker of active permits
- Track applications, approvals, inspections, renewals, and outstandingitems
- Follow up with permitting offices and communicate status updatesinternally
- 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 orsimilar platforms
- Track outstanding signatures and maintain executed documents
- Maintain organized employee and company records
- Maintain a contract execution log: who signed what, when, and whichversion
- Prepare access requests for the IT provider when someone joins orleaves, and confirm they are completed

Payroll

- Audit and execute biweekly payroll through the company's payrollprovider
- Reconcile hours, PTO, and absences against the company registerbefore 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 themcurrent as processes change
- Run the recurring checks each SOP calls for and elevate exceptions to the responsible owner
- Build and maintain AI agent automations that take repetitive work offthe team, such as inbox triage, deadline tracking, and follow-ups
- Monitor automation output, handle the exceptions it surfaces, andimprove the automations over time

Scope of the Role





- Accounts payable and accounts receivable are owned by thebookkeeper; 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 asDocuSign
- Comfortable maintaining trackers and registers in a constructionmanagement 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 remoteenvironment
- 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 ispreferred
- A keen focus on building systems and processes
- A drive for growth and expansion

Pay & Benefits

- $11-$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 constructioncompany
- Opportunity to work directly with company leadership and takeownership of important business processes

Why Join Popularis Construction?

- Join a growing company focused on our Building Forward philosophy
- Take ownership of meaningful administrative and operationalresponsibilities
- Work directly with leadership and play an important role in the company's growth
- Help build systems and processes that support a growing constructionbusiness
- 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.

Popularis Construction Inc. is an equal opportunity employer.

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📌 Office Coordinator (Remote) (Bogotá)
🏢 Popularis Construction
📍 Bogotá