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