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

Role Description

As the Virtual Assistant, Preconstruction Support, you will serve as a key coordination resource for the preconstruction department. Working closely with the Director of Preconstruction, you will help manage information flow, track commitments, organize priorities, follow up on pending items, and ensure important details do not fall through the cracks.

This is not a basic administrative position. It is a structured support role that requires strong organization, persistence, initiative, and comfort keeping multiple moving pieces organized at the same time.

Key Responsibilities

• Commitment & Action Item Tracking
  • Maintain a live tracking system for commitments made to clients, subcontractors, vendors, and internal team members.
  • Monitor outstanding requests and proactively follow up on pending items.
  • Help keep deadlines, deliverables, and responsibilities visible and organized.
  • Prepare daily or recurring priority summaries for the Director of Preconstruction.
• Bid Pipeline Support
  • Assist with tracking subcontractor bid requests and outstanding responses.
  • Follow up on pending bid information according to an established cadence.
  • Help maintain momentum toward estimates, GMP completion, and contract execution.
  • Organize bid-related information so it is easy for the team to review and act on.
• Calendar & Meeting Coordination
  • Schedule meetings and maintain calendar organization for the Director of Preconstruction.
  • Build preparation time into schedules for client-facing and project-related meetings.
  • Coordinate design meetings, handoff meetings, and internal follow-up activities.
  • Help ensure meeting reminders, agendas, and preparation items are clear and organized.
• Email & Communication Management
  • Review inboxes for action items, commitments, and urgent requests.
  • Prepare daily summaries and priority lists.
  • Draft professional communications for review as needed.
  • Help organize communication threads so important details are easy to find and follow.
• Meeting Support & Documentation
  • Attend selected preconstruction meetings and capture detailed notes.
  • Produce same-day action item summaries with owners and due dates.
  • Post meeting notes and project documentation into the appropriate systems.
  • Maintain organized records that are accessible to the broader team.
• Project Coordination & Reporting
  • Compile and distribute weekly preconstruction status updates.
  • Track client selections, design milestones, and pending preconstruction items.
  • Coordinate permit application tracking and submission status.
  • Support project handoff coordination between Preconstruction and Project Management teams.
• Administrative & System Support
  • Maintain accurate project-related records in JobTread or other company systems.
  • Capture relevant information from emails, calls, texts, and meeting notes.
  • Ensure records remain complete, current, and organized.
  • Support ongoing process improvement and operational efficiency.

Qualifications

• Previous experience as a Virtual Assistant, Executive Assistant, Project Coordinator, Operations Assistant, or remote administrative support professional.
• Prior experience working remotely for a U.S.-based company is strongly preferred.
• Experience using AI tools such as Claude, ChatGPT, or similar platforms is preferred.
• Excellent spoken and written English is required.
• Exceptional organizational skills and strong attention to detail.
• Strong follow-up skills and comfort tracking multiple open items at once.
• Ability to communicate professionally with internal team members, clients, vendors, and subcontractors.
• Comfortable asking questions, clarifying priorities, and helping keep others on track.
• Proactive mindset with strong ownership and follow-through.
• Proficiency with Microsoft Office, Google Workspace, email, calendars, and cloud-based collaboration tools.
• Experience with JobTread, Buildertrend, CoConstruct, Procore, Monday.com, or similar construction/project management platforms is a plus.
• Familiarity with residential construction, design-build, estimating, bidding, or construction administration is a plus, but not required.

Schedule & Compensation

• Employment Type: Part-Time Remote Position
• Location: Remote, Colombia-based candidates preferred
• Availability: Must be able to work during agreed-upon U.S. Eastern Time business hours
• Compensation: $10 to $15 per hour, depending on experience, English fluency, and overall fit

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
• Opportunity to work directly with a U.S.-based design-build company

What Success Looks Like

The ideal candidate is organized, proactive, persistent, and easy to communicate with. You are comfortable working behind the scenes to help a busy department stay aligned, prepared, and accountable. You enjoy creating order, tracking details, following up on open items, and making sure important information is captured and communicated clearly.

You do not need to be a construction expert on day one, but you must be willing to learn, ask thoughtful questions, and become familiar with the language, workflow, and expectations of a U.S.-based residential construction company.

Equal Opportunity Employer

Turnstone Custom Homes is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and welcome candidates from diverse backgrounds and experiences.

Ready to Make an Impact?

If you are an experienced Virtual Assistant with excellent English, strong organization skills, and a passion for helping teams stay on track, we would love to hear from you. Join Turnstone Custom Homes and help support the successful delivery of exceptional custom homes and renovations.