Construction Project Coordination Virtual Assistant
New
J
JobgetherConstruction, real estate
Based in BrazilContract
Salary not disclosed
Apply NowOpens the employer's application page
Job Details
- Languages
- Strong written and spoken English communication skills.
- Required Skills
- Microsoft ExcelGoogle SheetsGoogle Workspace
Requirements
- 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, and ability to use Google Slides and other relevant digital tools.
- Strong written and spoken English communication skills.
- Excellent organization, attention to detail, time management, and follow-through.
- Ability to manage routine administrative issues independently, learn new software, attend scheduled meetings, and meet agreed deadlines.
- A civil engineering or construction-related educational background is an advantage but is not mandatory.
Responsibilities
- Maintain and organize project information in Buildertrend, including plans, specifications, contracts, and supporting documents.
- Keep Google Drive folder structures, project records, workflow trackers, and recurring administrative logs accurate and accessible.
- Record daily site logs from information provided by the site manager, monitor schedules, and follow up on task lists.
- Distribute bid packages, plans, and specifications to subcontractors, track deadlines and proposals, and provide status updates to management.
- Coordinate routine communications with vendors and subcontractors, responding to documentation requests and escalating technical questions or project decisions.
- Track subcontractor insurance certificates, expiration dates, renewals, lien waivers, and other compliance documents.
- Monitor permit and entitlement submissions, follow up with city departments, and maintain approval checklists.
- Follow up on loan applications and related documentation requirements.
- Organize project communications, prepare daily priority updates and summaries, and coordinate recurring administrative responsibilities and deadlines.
- Identify missing information, delays, and process bottlenecks, and maintain standard operating procedures.
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