Administrative Coordinator

Administrative Coordinator (Latin America - Remote)

About Chapter

Chapter is a fast-growing design-build construction company specializing in high-end residential renovations throughout NYC, New Jersey, Westchester, Connecticut, Miami, and the Hamptons.

We are seeking a highly organized, detail-oriented Administrative Coordinator to support company leadership, project administration, client communication, compliance management, and day-to-day operations.

This is a full-time contract position.

Responsibilities

Client & Project Administration

• Serve as a point of contact for administrative client inquiries
• Follow up on invoices, payments, signatures, and required documentation
• Assist with project onboarding and administrative project setup
• Maintain project records, documentation, and internal systems
• Manage project setup and updates within company software and SharePoint

Invoice & Payment Coordination

• Issue invoices, deposit requests, and change order invoices
• Track outstanding balances and follow up on payments
• Coordinate with Project Managers regarding milestone billing
• Maintain payment tracking and communication records

Vendor Compliance & Insurance

• Collect and maintain W-9s, Certificates of Insurance, and vendor documentation
• Track insurance expirations and request renewals
• Coordinate insurance certificate requests for clients, buildings, and property managers
• Assist with insurance audits, renewals, licenses, and compliance tracking

Executive Support

• Manage calendars and coordinate meetings for leadership
• Prepare meeting notes, summaries, and action items
• Track follow-ups and ensure tasks are completed
• Assist with email management, scheduling, and special projects

Administrative Operations

• Manage company inboxes and incoming calls
• Maintain organized project files and documentation
• Prepare administrative and compliance reports
• Support leadership with operational initiatives and process improvements

AI & Technology

• Use AI tools daily to improve efficiency
• Draft professional emails, meeting summaries, and SOPs
• Identify opportunities to automate repetitive administrative tasks

Requirements

• Exceptional written and verbal English
• Strong proficiency with ChatGPT and other AI tools
• Highly organized with excellent attention to detail
• Strong follow-up and communication skills
• Ability to manage multiple priorities independently
• Comfortable working remotely
• Proficient with Microsoft Office and online collaboration tools

Preferred

• Experience in construction, architecture, real estate, or project management
• Experience with project management and document management software

Why Join Chapter

• Exposure to construction, operations, project management, and business systems
• High level of ownership and responsibility
• Opportunity to help build and improve operational processes
• Fast-paced, growth-oriented environment with significant learning opportunities