[Hiring] Executive Assistant / Administrative Coordinator @Rust Construction

Role Description

Rust Construction is seeking an Executive Assistant to support the production team and help keep remodeling projects organized, documented, and moving forward. This role is for someone with strong administrative, computer, writing, and communication skills.

• Place and receive client calls; confirm appointments; share updates and next steps with empathy and professionalism.
• Coordinate calendars for client meetings, site visits, and vendor/subcontractor walkthroughs.
• Update CRM / project trackers (e.g., Buildertrend/CoConstruct/JobTread or similar) with notes, tasks, files, and job status.
• Prepare and send routine communications (emails, text templates), forms, and follow-ups.
• Review estimates/invoices for accuracy (line items, quantities, materials) and flag discrepancies.
• Organize digital files, photos, permits, and selections; maintain naming conventions.
• Run simple reports (pipeline, tasks due, open items); escalate blockers quickly.
• Support vendor/sub coordination (POs, delivery ETAs, warranty requests).
• Handle ad-hoc administrative tasks that keep the team focused and projects on track.

Qualifications

• Fluent English, confident on the phone, and clear in writing.
• 1 or more years in a Virtual Assistant, Admin, Coordinator, or Customer Support role (construction or home-services experience is a plus).
• Comfortable with modern tools: Google Workspace, spreadsheets, task boards, Slack/Teams, and VoIP dialers (e.g., RingCentral).
• Experience with construction/project platforms (Buildertrend, CoConstruct, JobTread, or similar) is a plus, or you're a fast learner with strong tech instincts.
• Detail-driven, organized, and accountable; you close loops and document decisions.
• Stable internet, reliable power, and a quiet, professional workspace.

Requirements

• Full-time, remote.
• This is an independent contractor role through an international payroll provider, not U.S. employment.
• Pay range: $8.00 to 10.00 USD per hour based on experience and skills.
• Employer pays fees.
• Remote, outside the U.S.
• Available Mon-Fri, 8:00 a.m. to 5:00 p.m. EST.
• Frequent video/voice touch points; clear written updates are a must.