Job description
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Title: CPT-10189 Construction Administrative & Project Support Virtual Assistant
Independent Contractor – Business Support VA/Senior-Advanced Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
We are seeking a highly organized and detail-oriented Senior–Advanced level Virtual Assistant to support a custom millwork and fabrication company with administrative operations, project coordination, bid support, and documentation management.
The ideal VA will streamline communication, organize project materials, manage job setup, and maintain consistent follow-up across all active bids and construction projects. This role requires someone who is proactive, structured, and comfortable working within construction workflows, documentation processes, and client-facing portals.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
- Email, Communication & Calendar Management
- Triage inbox daily; label, sort, and categorize messages by project.
- Flag priority emails requiring same-day action.
- Draft routine communication (plan receipt confirmations, W-9/COI send-outs, bid follow-ups).
- Coordinate scheduling for site visits, vendor meetings, bid deadlines, and inspections.
- Maintain and update contact databases inside JobTread or other systems.
- Bidding & Estimating Administrative Support
- Track all incoming bids; log due dates, update bid pipeline, and maintain organized records.
- Create project folders for every bid/job and ensure consistent naming conventions.
- Download drawings, specifications, and addenda from GC portals; organize and index files.
- Set reminders for follow-up dates and send follow-up communications as directed.
- Project Setup & Administrative Management
- Set up new jobs in JobTread, including project data, client/GC info, and milestone dates.
- Upload contracts, approved plans, schedules, addenda, and supplemental materials.
- Maintain a project paperwork checklist (contracts, W-9, COI, licenses, change orders).
- Upload documentation to GC portals and ensure accuracy across all platforms.
- Track and log change orders, approvals, pending items, and status updates.
- Submittals, Shop Drawings & Closeout Support
- Maintain submittal logs: required items, submission dates, approvals/rejections.
- Cross-check specs and flag discrepancies (no decision-making required).
- Assemble closeout packages: warranties, care instructions, as-builts (provided by client team).
- Send final invoices or documentation and ensure jobs are closed out in JobTread.
- General Administrative Support
- Enter POs or bill details into spreadsheets or internal tracking systems.
- Match vendor invoices to job numbers and identify discrepancies.
- Assist with pay application preparation inside GCPay (or similar), based on client guidance.
- Maintain organized folders within Google Drive / cloud storage.
- Support general administrative cleanup, SOP creation, process organization, and data entry.
- Personal / Executive Support (as needed)
- Research and coordinate travel arrangements and prepare options summaries.
- Add personal reminders to calendar (important dates, renewals, etc.).
- Make basic online purchases and track deliveries.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Senior–Advanced-level administrative support experience (construction, millwork, GC, or trade contractor environments preferred).
- Strong understanding of construction documentation workflows (plans, specs, bids, submittals).
- Excellent communication, task management, and organizational skills.
- Ability to manage and prioritize multiple active projects with precision.
- High reliability, strong follow-through, and ownership mentality.
- Comfortable learning and navigating GC portals for uploads/downloads.
- Experience supporting small construction or fabrication businesses is a strong plus.
APPLICATION SOFTWARE KNOWLEDGEABLE/REQUIRED
- JobTread (preferred)
- Google Workspace (Gmail, Drive, Docs, Sheets)
- PDF editors (Bluebeam, Adobe, or similar)
- Project management tools (general proficiency)
- GC document portals for uploads/downloads (varies by project)
Work Schedule
- Contracted Hours per Week: 10 hours/week (with potential to increase)
- Scheduled Working Days: Monday through Friday
- Daily Working Time: hours TBD, PST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
By submitting your application, you acknowledge that this opportunity is for an independent contractor engagement and not an offer of employment. All applications will be reviewed based on alignment with client needs, qualifications, and availability. If selected, a member of our team will reach out to discuss next steps and potential client matching.
We look forward to reviewing your application and potentially working with you on future client engagements!
