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About
Below is what's standard for construction companies — and then what's high-level support that helps you scale.
Standard Virtual Assistant Responsibilities (Construction Company)
These are the most common and practical tasks:
Administrative Support
Email management & filtering
Calendar scheduling (client meetings, inspections, walkthroughs)
Booking inspections
Organizing digital files (permits, plans, invoices, contracts)
Creating and sending meeting notes
Project Coordination Support
Updating project schedules
Tracking deadlines
Logging change orders
Following up with subcontractors
Sending reminders to vendors
Tracking material deliveries
Document Management
Organizing permits and inspection reports
Uploading and labeling plan revisions
Maintaining subcontractor COIs and W-9s
Managing contract templates
Creating organized folder structures for each project
Estimating & Pre-Construction Support
Entering takeoff quantities into spreadsheets
Formatting proposals
Sending bid invitations to subcontractors
Collecting and organizing subcontractor bids
Researching material pricing
Accounting Support (Light)
Entering invoices into QuickBooks
Matching receipts
Tracking project expenses
Sending invoices to clients
Following up on unpaid invoices
Higher-Level VA Support (Helps You Scale)
This is where a VA becomes a growth asset instead of just admin help.
Systems & Operations
Creating SOPs (Standard Operating Procedures)
Building project dashboards
Developing cost tracking systems
Creating job cost reports
Automating spreadsheets
Project Management Assistance
Maintaining Gantt charts
Tracking critical path
Weekly project status reports
Tracking RFI logs
Tracking submittals
Construction-Specific Support
Maintaining subcontractor database
Insurance expiration tracking
Safety documentation logs
Warranty tracking
Equipment tracking
Marketing & Business Growth
Managing Google Business profile
Following up with past clients for reviews
Email campaigns
Social media posting (job site updates)
CRM management (HubSpot, JobTread, Buildertrend, etc.)
Client & Subcontractor Communication
Following up on proposals
Scheduling site visits
Sending progress updates
Handling intake for new leads
Contract duration of more than 6 months. with 30 hours per week.
Mandatory skills: Microsoft Excel, Data Entry
Optional skills: Administrative Support, Google Docs
Languages
- English
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