CPT-11662 Construction Project Administrative Assistant

• Maintain project records, task lists, and deadlines in ClickUp
• Organize plans, specifications, forms, and project correspondence
• Prepare, track, and follow up on project submittals
• Upload and retrieve documents through general contractor portals
• Use Bluebeam to review, markup, combine, organize, and export PDFs
• Coordinate documentation requests with project managers and general contractors

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Any
• Contracted Hours per Week: 20-30 Hours/week (Expected to increase toward 40 hours/week based on performance and workload)
• Daily Working Time: 8 AM-12 PM EST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-C (Strong Written and Professional Spoken English Required)
• REGION PREFERENCES: Any

• Assist with progress billing and draw documentation using approved records
• Prepare supporting documents and coordinate lien-waiver requests
• Request and track certificates of insurance (COIs)
• Assist with company prequalification and contractor registration requirements
• Prepare weekly Davis-Bacon/certified-payroll documentation for management review
• Compile monthly OCIP/CCIP insurance reporting information as directed

• Organize warranties, closeout packages, and required project documentation
• Track missing documents, outstanding submissions, and recurring deadlines
• Maintain accurate project files and supporting financial records
• Coordinate routine signature requests through DocuSign
• Follow up with internal staff and general contractors regarding incomplete items
• Provide regular updates on project status, completed tasks, and outstanding requirements

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.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Administrative, project coordination, or operations-support experience required\
• Strong document-management and deadline-tracking experience required
• Bluebeam or comparable PDF editing and markup experience strongly preferred
• ClickUp or comparable project-management software experience strongly preferred
• Strong Google Workspace and spreadsheet proficiency required
• Construction project administration experience preferred but not required
• Familiarity with Procore, Autodesk Construction Cloud, CMiC, or similar systems is a plus
• Construction billing, lien waivers, COIs, or contractor compliance experience is a plus
• Certified payroll or OCIP/CCIP reporting experience is a plus
• Strong attention to detail and ability to maintain confidentiality required

• Highly organized, accurate, and detail-oriented
• Proactive with strong follow-through across multiple projects
• Comfortable navigating different systems and client-specific procedures
• Able to work independently and solve routine administrative problems
• Strong written and professional spoken communication skills
• Resourceful and capable of adapting when instructions or processes vary
• Dependable with deadlines and confidential information
• Interested in growing into a long-term, full-time position

• ClickUp – Preferred
• Bluebeam Revu or Comparable PDF Software – Training can be provided
• Google Workspace / Gmail
• QuickBooks Online – Familiarity Preferred; Training can be provided
• DocuSign
• Procore / Autodesk Construction Cloud / CMiC – Training can be provided
• Microsoft Excel / Google Sheets

• Contracted Hours per Week: 20-30 Hours/week (Expected to increase toward 40 hours/week based on performance and workload)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: TBD-MST

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.

• 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