Schedule:

• Monday-Friday, 8 am-5 pm CST/US

Position Overview:

The Project Administrator is responsible for supporting and driving successful project execution across all client's projects. This role functions as an extension of the client's Project Management team, with a strong focus on technician coordination, schedule and survey tracking, documentation control, expense tracking, and real-time project visibility.

This position is 100% remote and outsourced, supporting U.S.-based construction and technology projects. Success in this role requires strong communication skills, responsiveness during U.S. business hours, and disciplined follow-through.

Core Responsibilities:

1. Technician Coordination & Daily Project Oversight

• Serve as the primary remote point of contact for field technicians on all active projects.
• Perform three required daily check-ins with each technician:
  • Morning: Confirm site arrival and access
  • Mid-day: Verify progress against daily objectives
  • End-of-day: Confirm photos and daily documentation are completed
• Identify and escalate issues related to access, materials, schedule delays, or scope questions in real time.
• Ensure technician updates are accurately captured and entered into Halo systems the same day.

2. Project Scheduling & Site Survey Management

• Coordinate and track site surveys from scheduling through completion.
• Maintain consistent communication with survey technicians using the same cadence as active projects.
• Collect all survey documentation including photos, notes, measurements, and observations.
• Create clean, professional survey summaries from technician notes (using ChatGPT when appropriate).
• Work with Halo Operations leadership to maintain and improve standardized site survey templates.

3. Project Documentation & System Updates

• Maintain live, accurate project records using Halo-approved systems (BuildPass, Monday, shared drives, etc.).
• Enter daily project notes that reflect:
  • Work completed
  • Current status
  • Issues, risks, or blockers
  • Pending decisions or approvals
  • Upcoming milestones
• Ensure all documentation is complete, clearly written, and stored in the correct project folders.
• Follow up immediately on missing or incomplete information.

4. Expense Tracking & Financial Documentation

• Collect and organize all project-related expense documentation, including:
  • Hardware purchases
  • Equipment rentals
  • Technician or customer change requests
• File documentation accurately in the shared drive under the correct project.
• Submit approval requests and questions to Halo leadership in real time.
• Ensure there are no outstanding expense items or approvals by close of business each Friday.

5. Communication, Responsiveness & Escalation

• Communicate proactively with Halo leadership when clarification, decisions, or approvals are required.
• Follow up persistently and professionally until required information is obtained.
• Escalate to alternate leadership contacts when primary contacts are unavailable.
• Document communication attempts when timing or approvals impact project execution.

Working Hours & Availability:

• Must be available during U.S. Central Time business hours and align with active jobsite schedules.
• Must be responsive via chat, email, and project platforms throughout the workday.
• This role requires same-day execution—tasks are not to be deferred to the next day unless approved.

Success Metrics:

• 100% completion of daily technician check-ins across all active projects.
• Real-time, accurate project status visibility in Halo systems.
• Complete and organized project and survey documentation.
• Zero unresolved expense documentation at weekly close.
• Reduced delays caused by communication gaps or missing information.

Required Skills & Qualifications:

• Strong written and verbal English communication skills.
• Excellent organization and time-management abilities.
• Ability to manage multiple projects simultaneously.
• Comfortable following up persistently and professionally.
• Proficiency with project management, CRM, or documentation tools (Monday, BuildPass, SharePoint, Google Drive, etc.).
• Reliable internet connection and ability to work independently.

Preferred Experience:

• Experience working as a Virtual Assistant (VA), Project Coordinator, or Project Administrator for U.S.-based companies.
• Background supporting construction, low-voltage, IT, or infrastructure projects.
• Familiarity with Wi-Fi, networking, and structured cabling environments (access points, switches, fiber, and related infrastructure).
• Experience coordinating field technicians and handling project documentation remotely.

Work Environment:

• 100% remote / outsourced position
• Fast-paced, high-accountability environment
• Direct daily interaction with U.S.-based leadership, operations, and field teams
• Performance-driven role with clear expectations and measurable outcomes

Independent Contractor Perks:

• HMO Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring

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