Job Description
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Title: CPT-10823 Subcontractor Administration & Documentation Virtual Assistant
Independent Contractor – Business Support VA / Junior to 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.
This construction company is seeking a Business Support Virtual Assistant to handle subcontractor onboarding, documentation tracking, and payment coordination.
The company already has a step-by-step system, SOPs, and training videos in place, and the VA’s primary responsibility will be to follow that system exactly and keep all documentation accurate and up to date.
This is a process-driven role, focused on organization, communication, and attention to detail. The VA will work closely with the owner and team to ensure subcontractors are properly onboarded, documents are collected, and payments are tracked correctly.
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:
Subcontractor Onboarding & Requirements
Collect and manage subcontractor documentation, including:
- Insurance (COI)
- W9 forms
- Agreements and required paperwork
Ensure all required documents are received, complete, and accurate before work begins
Follow up with subcontractors to obtain missing or incorrect documents
Invoice & Payment Coordination
- Receive and review subcontractor invoices
- Verify information is correct before forwarding internally
- Prepare and send required documentation such as partial lien waivers
- Track payment status and maintain records of all transactions
- Ensure all documentation is properly saved and organized
Document Management & Tracking
Upload and organize files in Dropbox using the correct structure
Update tracking spreadsheets with:
- invoice details
- payment status
- document links
- notes and comments
Maintain accurate logs for subcontractor records and project documentation
Compliance & Expiration Tracking
- Track insurance and permit expiration dates
- Set reminders and follow up with subcontractors before expiration
- Ensure compliance documentation is always current
Communication & Follow-Up
- Communicate with subcontractors via email and occasional calls
- Follow up consistently on outstanding documents or signatures
- Maintain professional and clear communication at all times
FUTURE ROLE EXPANSION (IMPORTANT)
As the team grows, this VA may:
- Assist with additional project tracking and administrative tasks
- Support field teams by managing spreadsheets and documentation
- Help document workflows and assist with onboarding future VAs
- Take on additional responsibilities based on workload and system development
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:
IDEAL CANDIDATE PROFILE
- Extremely detail-oriented and organized
- Comfortable following structured processes and SOPs
- Strong understanding of Microsoft Outlook email communication and threads
- Able to manage multiple documents and tasks without missing details
- Proactive in raising issues or delays
- Comfortable working in a fast-paced construction environment
QUALIFICATIONS
- Experience in administrative support or document-heavy roles
- Comfortable working with spreadsheets and file management systems
- Strong written and verbal English communication
- Experience in construction, project coordination, or accounting support is a plus
- Able to follow step-by-step instructions and systems
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Microsoft Outlook (strong understanding required)
- Excel / Google Sheets
- Dropbox or similar file management systems
- Email and document workflows
Work Schedule
- Contracted Hours per Week: 40 Hours
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: 8 AM to 5 PM EST
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
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Junior to Advanced Level
- Contracted Hours per Week: 40 hours/week
- Daily Working Time: 8 AM-5 PM EST
- Scheduled Working Days: Monday-Friday
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English required; Spanish is a plus
- ACCENT PREFERENCE: Level A–B (native or near native English accent required)
- REGION PREFERENCES: Any
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
