Seeking experienced remote construction project administrator for our niche residential construction company focused on historic work in a small geographic area. We work on 3-5 projects at a time with another 5-7 in estimating and sales. We utilize Contractor Foreman for most project data and reporting, which is supplemented by a daily video from each jobsite.
We are seeking an administrator to watch these daily site progress and sales videos then utilize that information to track performance and create custom reports for internal and external use. The below is a list of functions we are seeking, which would ideally be performed overnight for use the following morning. Note all company work is on a time and material basis with the crew members clocking in and out of the various projects. The overarching goal is that the salespeople and crew members create videos and the administrator picks up that information and processes it overnight for use the following morning.
1. Review daily site videos and process the information
a. Use transcription tool to capture crew verbal reports and then edit to essential information to create written daily report for external distribution with the video filed appropriately for internal records. AI-based editing software may support this effort for expediency.
b. Process material requests through an agreed system, making reference to the original estimate. All of our company material is charged at-cost but must be prepaid, so we must look ahead by at least a week for material. Sometimes there will be emergency material needs, which will need to be processed overnight through an agreed separate process. The crew simply saying in the video that they are ready for the next wave of material and the administrator adds to the next invoice.
2. Create preliminary estimates for new work using AI-based tool Handoff.ai and videos of the potential new work.
3. Create a written scope of work based on the new business site walk video transcriptions.
4. Ideal candidate has the knowledge to perform detailed material lists both from design take off and company norms for framing, cabinetry, etc.
5. Using information from the video reports, track progress against the estimated scope and schedule, creating custom internal and external reports.
6. At the end of every week, use timesheet and reporting data to create invoice through Contractor Foreman and enter into approval process for distribution.
7. Reconcile materials expenses with pre-paid values and the estimates, as required.
8. Regularly audit bank account expenditures to account for all purchases.
9. Create and monitor project schedules in Contractor Foreman.
10. Alert management to schedule or budget overages based on reporting.
11. Monitor videos for in-scope vs out-of-scope work according to the approved estimate and notify management.
12. Estimating 2-4 hours or work of work daily which can expand through good performance and the ability to take on additional tasks.
