The role of a Construction Operations & Administrative Assistant at 20four7VA
Overview
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.
A growing residential and commercial construction company is seeking a part-time Construction Operations & Administrative Assistant to support the day-to-day back-office, project coordination, estimating, procurement, compliance, and documentation workflows of the business.
The VA will work closely with the client to keep project information organized, process incoming invoices and documents, track subcontractor compliance, support permitting and inspections, assist with estimating and bid preparation, coordinate material orders, and help maintain current project schedules and documentation.
The ideal candidate is highly organized, detail-oriented, comfortable working within construction workflows, and able to use technology and AI tools to improve administrative efficiency.
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
Contractors will be required to provide services that align with the following client tasks:
Invoice & Document Intake
- Monitor a dedicated company email address for invoices, receipts, COIs, and vendor documentation
- Review and organize incoming documents
- Route invoices to the bookkeeper with the correct project and cost code
- Flag invoices or documentation requiring client approval
- Route receipts and supporting documentation to the appropriate accounting records
- Maintain organized digital files and project documentation
Subcontractor Compliance
- Request and track Certificates of Insurance (COIs), W-9s, Workers’ Compensation documentation, and other required subcontractor records
- Monitor expiration dates and outstanding compliance requirements
- Follow up with subcontractors before missing documentation delays payments or project activity
- Maintain accurate subcontractor compliance records
Permits, Utilities & Inspections
- Assist with utility service requests
- Support permit applications and related documentation
- Track permit approvals and outstanding requirements
- Schedule and monitor inspections
- Track project closeout requirements, including U&O documentation where applicable
- Follow up on outstanding permit, utility, or inspection items
Estimating & Bid Support
- Assist with basic construction takeoffs and quantity calculations
- Solicit subcontractor and vendor pricing
- Organize incoming subcontractor bids and proposals
- Compare and maintain bid information for client review
- Assist with preparing estimates and proposals
- Maintain supporting bid and estimating documentation
Ordering & Procurement
- Place material and product orders with approved vendors
- Confirm pricing, availability, and delivery information
- Track orders and expected delivery dates
- Follow up on delayed or incomplete deliveries
- Route receipts and purchasing documentation to accounting
- Maintain organized procurement records
Schedule & Project Coordination
- Review and update project schedules in Monday.com
- Track upcoming milestones, inspections, deliveries, and project tasks
- Distribute current plan sets and project information to subcontractors as directed
- Run and maintain standard job-open checklists
- Keep designer selections and other project information current
- Follow up on outstanding project coordination items
- Flag schedule conflicts, missing information, or issues requiring client attention
General Operations Support
- Maintain organized project folders within Google Drive
- Communicate with the client and team through Gmail and Slack
- Assist with recurring operational and administrative projects
- Use ChatGPT, Claude, and other approved AI tools to improve productivity, summarize information, prepare drafts, and streamline repetitive workflows
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Previous administrative, operations, or project coordination experience required
- Construction industry experience strongly preferred
- Experience supporting contractors, builders, subcontractors, or construction projects preferred
- Experience with construction documentation and project coordination preferred
- Estimating, takeoff, bid coordination, or procurement experience is a strong plus
- Familiarity with subcontractor compliance documentation is a plus
- Strong spreadsheet, file-management, and organizational skills required
- Strong written and verbal English communication
- Comfortable learning company-specific construction processes and terminology
- Experience using ChatGPT, Claude, or similar AI tools preferred
IDEAL CANDIDATE PROFILE
- Highly organized and process-oriented
- Strong attention to detail
- Comfortable managing multiple construction projects and deadlines
- Proactive with follow-up and identifying missing information
- Able to work independently within established processes
- Comfortable communicating with subcontractors, vendors, and internal team members
- Strong problem-solving and organizational ability
- Comfortable using AI tools to improve efficiency
- Interested in becoming a long-term operational support resource
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Monday.com
- Gmail / Google Workspace
- Google Drive
- QuickBooks – Familiarity Preferred
- Slack
- ChatGPT
- Claude AI
Work Schedule
- Contracted Hours per Week: 10-20 Hours
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: Approximately 8:00/9:00 AM – 1:00 PM CST (Flexible)
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
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
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
- Contracted Hours per Week: 10-20 hours/week
- Daily Working Time: Approximately 8:00/9:00 AM – 1:00 PM CST (Flexible)
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Level A-C (Strong Spoken and Written English Required)
- REGION PREFERENCES: Any
What we offer
- 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!
To learn more about 20four7VA visit their website
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