Administrative Assistant

Remote Administrative Assistant (India)

Supporting a U.S. Commercial Painting Company

We are looking for a highly organized and detail-oriented Remote Administrative Assistant based in India to support our commercial painting operations in the United States.

Important Requirement

Only apply if you have prior experience handling U.S. commercial construction paperwork. Applications without relevant U.S. construction administrative experience will not be considered.

Key Responsibilities

* Prepare and manage subcontractor compliance documents.

* Process and track Certificates of Insurance (COIs), W-9s, lien waivers, and vendor paperwork.

* Assist with customer prequalification and project compliance.

* Create and maintain project files, logs, and documentation.

* Prepare invoices, purchase orders, and billing support.

* Coordinate with project managers, estimators, customers, and vendors.

* Monitor emails and respond professionally to clients and general contractors.

* Maintain spreadsheets and reports using Microsoft Excel.

* Support payroll, document collection, and other administrative tasks.

Required Qualifications

* Minimum 2 years of experience handling U.S. commercial construction paperwork (commercial painting experience is highly preferred).

* Strong knowledge of:

* Certificates of Insurance (COIs)

* W-9 forms

* Lien waivers

* Vendor compliance

* Construction documentation

* Certified payroll (preferred)

* Excellent written and spoken English.

* Proficient in Microsoft Excel, Word, Outlook, and Google Workspace.

* Strong organizational skills with exceptional attention to detail.

* Ability to work independently and meet deadlines.

Work Schedule

* Remote position based in India.

* Must be available to work during U.S. Eastern Time (EST) business hours (or overlap significantly with the U.S. workday).

* Reliable high-speed internet and a dedicated home office are required.

Preferred

* Experience working for a U.S.-based contractor, subcontractor, or commercial painting company.

* Familiarity with construction management software such as Procore, BuildingConnected, PlanHub, or similar platforms.

If you have the required U.S. construction administration experience and are looking for a long-term remote opportunity, we’d love to hear from you.