Construction Project Manager

Company Overview We are a growing construction company with a field team of 7 employees, focused on high-quality project delivery through a lean, efficient operating model. We are building a scalable remote operations team to support continued growth, and this role is at the center of that vision. We do not use Procore or similar enterprise platforms - we operate on QuickBooks, QuickBooks Time, Excel, Google Sheets, and Google Drive, and we expect our team to be highly proficient within these tools. Position Overview We are seeking a highly organized, detail-oriented Remote Construction Project Manager to manage all off-site aspects of our construction projects. This role serves as the operational backbone of each project - supporting field teams by handling financial tracking, scheduling, subcontractor coordination, documentation, client communication, and process development. The ideal candidate brings a strong financial mindset, construction project experience, and the tech-savviness to build efficient systems and leverage modern tools including AI and automation. Tools We Use • QuickBooks - job costing and control • QuickBooks Time (TSheets) - field team time tracking • Excel / Google Sheets - budgeting, tracking, and reporting • Google Drive / Microsoft Office - documentation and file management • ChatGPT and AI tools - workflow improvement and efficiency • Zapier or similar automation tools - process automation Core Responsibilities Financial Management & Job Costing • Manage job costing within QuickBooks, ensuring all costs are accurately coded and tracked to the correct job • Code invoices and maintain accurate cost records throughout each project lifecycle • Maintain project budgets and forecasts in Excel with consistent budget vs. actual tracking • Manage change orders from initiation through documentation and approval • Generate financial reports, cost forecasts, and variance summaries for ownership review Field Team Coordination & Time Tracking • Ensure field team members log time accurately to the correct jobs in QuickBooks Time • Monitor and audit time entries weekly, identifying and correcting missing or inaccurate records • Coordinate with field leads to resolve discrepancies and maintain clean payroll-ready data • Build accountability systems that reduce time tracking errors over time Project Coordination & Scheduling • Maintain project schedules and rolling 3-week lookaheads for all active projects • Coordinate work sequencing to minimize delays and keep field teams moving efficiently • Track project progress against schedule and flag risks proactively to ownership Procurement & Subcontractor Management • Solicit bids and manage the subcontractor onboarding process • Issue subcontract agreements and track compliance with insurance, licensing, and documentation requirements • Manage subcontractor performance and communication throughout project execution Pre-Construction & Project Setup • Assist with bidding support, permit applications, utility coordination, and site setup logistics • Coordinate pre-construction approvals with stakeholders including municipalities, HOAs, and clients • Ensure all necessary documentation and approvals are in place before field work begins Documentation & Systems • Maintain organized and up-to-date project file systems in Google Drive • Track and manage RFIs, submittals, plan revisions, and change documentation • Ensure all project records are complete, version-controlled, and easily retrievable Daily Operations & Field Support • Conduct daily coordination check-ins with field teams to monitor progress and resolve issues • Track daily logs, material deliveries, and open items across all active projects • Serve as the remote operational hub connecting field activity to documentation and financials Client Communication • Provide regular project updates to clients in a clear and professional manner • Run client meetings and maintain strong, trust-based client relationships throughout the project • Manage client expectations proactively, especially around schedule and budget changes Project Closeout & Warranty • Manage punch list creation, tracking, and completion at project closeout • Coordinate closeout documentation including as-builts, warranties, and final lien releases • Track and manage warranty obligations post-completion Process & System Development • Build and continuously improve tracking systems, templates, and workflows in Excel and Google Sheets • Identify inefficiencies in current processes and develop practical solutions • Create reusable systems that scale with company growth and reduce reliance on tribal knowledge Technology, AI & Automation • Use tools like ChatGPT to improve workflow efficiency, communication, and documentation quality • Identify and implement automation opportunities using Zapier or similar platforms • Stay current on practical AI and technology tools relevant to const...