Construction Project Coordinator / Admin VA (Job Management, Estimating & Sales Support)

Please login or register as jobseeker to apply for this job.

: TYPE OF WORK

Full Time

: SALARY

depends on the experience

: HOURS PER WEEK

40

: DATE UPDATED

Mar 31, 2026

JOB OVERVIEW

How to Apply:
Please share your relevant experience, a link to your resume, working email address, OLJ profile link, and your expected salary

We are looking for a highly organized and detail-oriented Virtual Assistant to support our construction and project management operations. This role plays a key part in keeping jobs moving efficiently—from lead intake to project completion—while supporting our CEO, COO, and sales team.

If you are someone who thrives in a fast-paced environment, communicates clearly, and takes ownership of your work, this role is for you.

Key Responsibilities:

Leads & Job Management:
Pull permits for city/parish
Upload subcontractor/vendor estimates into Buildertrend (BT)
Coordinate with subcontractors/vendors to obtain estimates and review plans
Enter and manage jobs in Buildertrend (convert leads, track budgets, monitor financials)
Upload estimate details and job photos into BT
Build and update job schedules as projects progress
Assist CEO/COO with administrative tasks
Answer office phone calls

Sales Support:
Schedule calendar invites for client and sales meetings
Assist Sales Representative with administrative support

Estimating:
Convert project details into accurate estimates
Break large projects into phases
Create and update contracts
Build and maintain estimating templates (Buildertrend / Google Sheets)

Billing & Invoicing (As Needed):
Upload bills and receipts into cost inbox
Apply correct cost codes and assign expenses to jobs
Coordinate with accounting team
Create and track invoices
Generate change orders when needed
Track invoice numbers, markup percentages, and contractor pricing
Coordinate with AP for proper cost separation

Insurance-Related Projects:
Follow up with insurance carriers
Understand and process claim documentation
Break down insurance scopes into trades using Google Sheets
Create contracts based on insurance scope
Communicate details clearly with clients

Reporting:
Track job financials (AR/AP, invoicing, collections)
Provide daily reports of completed tasks (AM & PM)

Required Skills & Qualifications:

Strong experience with Google Sheets (Excel is acceptable)
Excellent data entry and organizational skills
Strong follow-up and scheduling ability
Clear and professional communication (written and verbal)
Ability to manage multiple systems and learn new tools quickly
High attention to detail and accuracy
Experience in construction, estimating, or project coordination is a plus

How to Apply:
Please share your relevant experience, a link to your resume, working email address, OLJ profile link, and your expected salary

SKILL REQUIREMENT

Data Analytics Estimate Buildertrend

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Job Post	Reporter	Rank	Reason	Date

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Construction Project Coordinator / Admin VA (Job Management, Estimating & Sales Support)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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