Construction Project Coordination via Buildertrend Virtual Assistant

Accountabilities: As a Construction Project Coordination Virtual Assistant, you will provide administrative and operational support across construction projects, ensuring that project records, communications, schedules, and compliance requirements are managed efficiently.

• Buildertrend and Project Administration

• Maintain and organize project information within Buildertrend.

• Upload, categorize, and manage plans, specifications, contracts, and supporting project documents.

• Maintain consistent project folder structures in Google Drive and ensure stakeholders can access current documentation.

• Monitor project correspondence and identify outstanding administrative tasks.

• Keep project records, workflow trackers, and recurring administrative logs accurate and up to date.

• Record daily site logs using information provided by the site manager.

• Maintain incident reports, monitor project schedules, send reminders, and follow up on task lists.

• Bidding and Subcontractor Coordination

• Distribute bid packages, plans, and specifications to subcontractors.

• Track bid deadlines, outstanding proposals, and required follow-ups.

• Respond to routine subcontractor requests for project documentation.

• Coordinate communications with vendors and subcontractors.

• Monitor outstanding bids and provide status updates to management.

• Escalate technical questions or project decisions requiring management input.

• Insurance, Permitting, and Compliance

• Track subcontractor certificates of insurance, expiration dates, and renewal requirements.

• Request updated insurance certificates and supporting documentation.

• Maintain insurance trackers and coordinate with insurance agents regarding renewals.

• Distribute updated insurance documentation to lenders and other designated parties.

• Track lien waivers and other required construction compliance documents.

• Monitor permit and entitlement submissions, follow up with relevant city departments, and maintain approval checklists.

• Follow up on loan applications and related documentation requirements.

• Executive and Operational Support

• Organize incoming emails, project communications, and follow-up items.

• Prepare daily priority updates and project summaries for management.

• Maintain established standard operating procedures and recommend practical workflow improvements.

• Coordinate recurring administrative responsibilities and important deadlines.

• Proactively identify missing information, delays, and potential process bottlenecks.

• Deliver agreed services professionally and meet the timelines and quality standards specified in the independent contractor agreement.

Requirements:

The ideal candidate has practical experience in construction administration or operations, understands construction terminology and documentation, and can manage multiple workflows with minimal supervision. Strong organizational skills, clear English communication, and consistent follow-through are essential. Experience with Buildertrend and subcontractor coordination will be particularly valuable.

• Previous construction-industry administrative or operational experience is required.

• Strong understanding of construction operations, terminology, project documentation, and administrative workflows.

• Experience with Buildertrend is strongly preferred.

• Familiarity with construction bidding, subcontractor coordination, and vendor communications is strongly preferred.

• Experience managing construction documents, plans, specifications, and project records is preferred.

• Experience tracking insurance certificates, lien waivers, renewals, or vendor compliance requirements is strongly preferred.

• Proficiency with Google Workspace and Google Drive for document management and collaboration.

• Working knowledge of Microsoft Excel and/or Google Sheets for trackers, reporting, and administrative records.

• Familiarity with construction document management and project management systems.

• Ability to use Google Slides and other relevant digital tools.

• Ability to interpret the purpose of construction documents and understand how project schedules, bids, vendors, and compliance requirements connect.

• Strong written and spoken English communication skills.

• Excellent organization, attention to detail, time management, and follow-through.

• A proactive and resourceful approach to problem-solving, with the ability to manage routine administrative issues independently.

• Dependability when using technology, attending scheduled meetings, and meeting agreed deadlines.

• Willingness to learn new software and use available training and technical support.

• A civil engineering or construction-related educational background is an advantage but is not specified as mandatory.

Benefits:

• Competitive contractor rates.

• Weekly payments processed according to the terms of the engagement.

• Remote work arrangement.

• Initial part-time workload of approximately 20 hours per week, with the potential to increase to 40 hours as workload develops.

• Free training and opportunities for professional upskilling.

• Ongoing support and guidance.

• Access to a supportive professional community.

• Opportunity to contribute to construction and real estate development operations while expanding practical project coordination experience.

How Jobgether works: We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team. We appreciate your interest and wish you the best!  Why Apply Through Jobgether?    Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.     #LI-CL1