[Hiring] Virtual Assistant (Preconstruction) @Turnstone Custom Homes

Role Description

As the Virtual Assistant, Preconstruction, you will serve as the operational backbone of the preconstruction department. Working closely with the Director of Preconstruction, you'll manage information flow, track commitments, coordinate schedules, and ensure critical tasks remain on track across multiple active projects.

This is not a general administrative position--it is a highly structured coordination role requiring initiative, persistence, and exceptional organizational skills.

Key Responsibilities

• Commitment & Action Item Tracking
  • Maintain a live tracking system for commitments made to clients, subcontractors, vendors, and team members.
  • Monitor outstanding requests and proactively follow up on pending items.
  • Ensure deadlines, deliverables, and responsibilities remain visible and accountable.
• Bid Pipeline Management
  • Coordinate with internal team members to track and obtain subcontractor bids.
  • Manage follow-up cadence on outstanding bid requests.
  • Help maintain momentum toward GMP completion and contract execution.
• Calendar & Meeting Coordination
  • Schedule meetings and maintain calendar organization for the Director of Preconstruction.
  • Build preparation time into schedules for client-facing meetings.
  • Coordinate design meetings, handoff meetings, and project-related scheduling activities.
• Email & Communication Management
  • Review inboxes for action items, commitments, and urgent requests.
  • Prepare daily summaries and priority lists.
  • Draft communications for review as needed.
• Meeting Support & Documentation
  • Attend preconstruction meetings and capture detailed notes.
  • Produce same-day action item summaries including owners and due dates.
  • Post meeting notes and project documentation into JobTread.
  • Maintain organized records accessible to the broader team.
• Project Coordination & Reporting
  • Compile and distribute weekly Preconstruction status reports.
  • Track client selections and design milestones across active projects.
  • Coordinate permit application tracking and submission status.
  • Support project handoff coordination between Preconstruction and Project Management teams.
• Administrative & System Support
  • Maintain accurate timesheet entries in JobTread.
  • Capture project-related information from emails, calls, and text communications.
  • Ensure project records remain complete, current, and organized.
  • Support ongoing process improvement and operational efficiency.

Qualifications

• Previous experience in a Virtual Assistant, Project Coordinator, Executive Assistant, or Operations Support role.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Proven ability to manage multiple priorities simultaneously.
• Comfortable following up with clients, subcontractors, and vendors.
• Proactive mindset with strong ownership and follow-through.
• Proficiency with Microsoft Office and cloud-based collaboration tools.
• Experience with JobTread is highly preferred.
• Familiarity with residential construction, design-build, or construction administration is a plus.
• Experience using AI tools such as Claude or similar platforms is preferred.

Benefits

• Flexible remote work environment.
• Opportunity for long-term growth and expanded responsibilities.
• Exposure to high-end residential construction projects.
• Collaborative and team-oriented culture.
• Structured onboarding and ongoing support.