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Construction Project Coordinator at MyOutDesk. About . MyOutDesk. Since 2008, . MyOutDesk. has connected highly skilled professionals with growing and established U.S.-based organizations, enabling them to make a real and measurable business impact as part of extended global teams.. Trusted by companies in real estate, healthcare, finance, professional services, and other growth industries, MyOutDesk provides professionals the opportunity to build stable, long-term remote careers while contributing meaningfully to high-performing teams.. About the Client. The client is a single-source consulting firm that provides essential services for residential builders and land developers seeking state approvals to market and sell their properties.. Its team is composed of trained professionals specializing in the state real estate approval process. The firm serves as a facilitator for clients, guiding them through the complex requirements and approvals of the California Department of Real Estate (DRE) to ensure projects reach the market efficiently and compliantly.. About the Role. This role supports the . State Projects. department by managing communication, documentation, and task coordination across multiple active projects. You will work closely with internal consultants and analysts, as well as external partners such as utility providers, government agencies, school districts, and municipalities.. Your value lies in . speed, accuracy, and organization. : capturing what was said, what’s needed, who owns it, and where documents live—ensuring projects move forward smoothly without dropped tasks.. Primary Duties and Responsibilities. 1. Communication & Documentation (Core Responsibility). Monitor and manage a high volume of internal and external . Outlook emails. . . Log and document all project-related calls and emails: participants, key decisions, action items, due dates, and next steps. . Ensure relevant internal staff are copied on communications and messages are filed in the correct project records. . Draft and send routine follow-ups, information requests, and status updates using approved templates and clear, professional writing. . 2. Conference Call Support & Action Tracking. Attend calls with partners, clients, and agencies and take structured notes. . Convert call notes into clean meeting summaries, including decisions, open questions, action items, owners, and deadlines. . Maintain to-do lists for consultants and analysts, following up to keep tasks moving. . Keep a running “Open Items” list for each project. . 3. Agency & Provider Research. Identify utility providers and agency contacts for specific jurisdictions. . Gather contact information and submission requirements from agencies, school districts, and municipalities. . Prepare and send letters or formal requests as needed using templates. . Track outreach attempts and responses (who, when, and outcome). . 4. Document Control & File Organization. Receive, rename, and file documents consistently in the correct project folders. . Maintain version control to ensure the team uses the latest forms, exhibits, and application packages. . Compile project “manuals” or submittal packages when required. . Ensure all files are organized with clear directory structures and accurate naming conventions. . 5. Checklists, Application Packages & Compliance Tracking. Create and maintain project-specific application checklists (forms, exhibits, supporting documents, signatures). . Coordinate internally and externally to collect required documents. . Maintain a master list of all active projects and document requirements. . Keep checklists and project status updated daily/weekly for an accurate team snapshot. . 6. Project Tracking & Reporting. Update the project management system with status, tasks, due dates, and next steps. . Generate status reports for internal leadership and project teams. . Maintain dashboards or trackers for project document needs and submission readiness. . Track deadlines and alert the team to upcoming submissions or missing requirements. . 7. General Administrative & Executive Support (As Needed). Schedule calls/meetings, coordinate agendas, and send calendar invites. . Handle routine administrative tasks to reduce friction for consultants and analysts. . Assist with printing, mailing, or submittal coordination as required. . Support other department tasks as assigned.. Education:. Bachelor’s degree in . Business Administration, Construction Management, Engineering, Public Administration, or a related field. . . Experience & Skills:. 2+ years in . project administration, operations support, or coordination. , ideally in construction, engineering, utilities, permitting, or government-related projects. . Excellent . note-taking and documentation skills. : able to capture details accurately and structure them clearly. . Strong . English reading and writing skills. for client-facing emails, meeting summaries, checklists, and status reports. . Clear . spoken English. for live calls (Teams/Zoom), with the ability to follow fast-paced conversations, ask clarifying questions, and capture accurate notes in real time. . High . attention to detail. and strong follow-through; able to manage documents and action items without errors. . Comfortable working in a . Microsoft-heavy environment. : Outlook, Teams, Excel, Word, OneDrive/SharePoint. . Ability to . manage multiple projects. and shift priorities without missing deadlines. . Preferred (Nice to Have):. Familiarity with . agency submissions or compliance document collection. . . Experience working with . government or state agencies. . . Experience with . project management systems. (Monday, Asana, Smartsheet, MS Planner, etc.). . Experience building . repeatable templates, trackers, and SOPs. for team efficiency.. Company Location: Philippines.