[Hiring] Construction Project Coordination via Buildertrend Virtual Assistant @20four7VA

Role Description

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. An established Charlotte-based construction and real estate development company is seeking an experienced Construction VA to manage Buildertrend administration, subcontractor bid, purchase order and invoice coordination, project documentation, plan & bulletin tracking, and recurring back-office operations.

The company is transitioning from vertical construction toward a greater focus on land development. The ideal candidate must already have practical construction-industry knowledge and understand how project documentation, bidding, vendors, schedules, and compliance requirements fit together. The position is primarily centered around construction operations, bookkeeping and administrative duties.

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

• Buildertrend & Project Administration
  • Maintain and organize project information within Buildertrend
  • Upload and properly categorize plans, specifications, contracts, and supporting documents
  • Maintain consistent project file structures in Google Drive
  • Ensure subcontractors and internal team members can access current project documents
  • Monitor project correspondence and identify outstanding administrative requirements
  • Keep project records and recurring workflow trackers accurate and current
  • Record daily logs with info from site manager
  • Manage incident reports
  • Manage project schedules and send reminders
  • Follow up on task lists
• Bidding & Subcontractor Coordination
  • Distribute bid packages and specification documents to subcontractors
  • Track bid deadlines, outstanding responses, and required follow-ups
  • Respond to routine subcontractor requests for project documentation
  • Coordinate vendor and subcontractor communications
  • Monitor outstanding bids and provide status updates
  • Escalate project questions requiring management or technical decisions
• Insurance, Permitting & Loan Compliance
  • Track subcontractor certificates of insurance and expiration dates
  • Request updated insurance certificates and supporting documentation
  • Maintain project insurance trackers and renewal schedules
  • Coordinate with insurance agents regarding expiring policies and renewals
  • Distribute updated insurance documentation to lenders and other designated parties
  • Track lien waivers and other required construction compliance documents
  • Permit & Entitlement tracking
  • Track submissions
  • Follow up with City
  • Maintain checklist of approvals
  • Loan application follow-up
• Executive & Operational Support
  • Organize incoming emails, project communications, and follow-up items
  • Prepare daily priority updates and summaries for management
  • Maintain established SOPs and recommend practical workflow improvements
  • Coordinate administrative deadlines and recurring project responsibilities
  • Proactively identify missing information or potential process bottlenecks

Qualifications

• Previous construction-industry administrative or operational experience required
• Buildertrend experience strongly preferred
• Familiarity with construction bidding and subcontractor coordination strongly preferred
• Construction document-management experience preferred
• Experience tracking insurance certificates, lien waivers, or vendor compliance strongly preferred
• Google Drive and digital file-management experience required
• Understanding of construction plans, specifications, and project workflows preferred
• Civil engineering or construction-related educational background is a plus

Requirements

• Strong understanding of construction operations and terminology
• Highly organized, intuitive, and proactive
• Comfortable working independently and solving routine administrative problems
• Able to understand the purpose behind construction documents and workflows
• Strong follow-through with subcontractors, vendors, and internal teams
• Resourceful and willing to use available training and software support
• Dependable with technology, communication, and scheduled meetings

Work Schedule

• Contracted Hours per Week: 20 Hours (Potential to increase to 40 hours/week as workload develops)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Approximately 8:00 AM–12 PM EST Initially; Some Morning Overlap Preferred

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

Benefits

• 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!