Construction Project Coordination via Buildertrend Virtual Assistant

This is an opportunity for an experienced construction administrative professional to support project coordination and back-office operations for a construction and real estate development business. In this remote, part-time contractor role, you will use Buildertrend and digital project management tools to keep documentation, schedules, bids, and vendor records organized. You will coordinate subcontractor communications, track compliance documents, and help ensure project information remains accurate and accessible. The role also involves supporting permitting, insurance, loan documentation, and recurring administrative workflows. You will work closely with project stakeholders and management, helping identify missing information, resolve routine administrative issues, and improve operational efficiency. This position is ideal for a proactive, detail-oriented professional who understands construction workflows and can work independently in a structured, deadline-driven environment.

• 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.

• 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.

• 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.

• 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.

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.