Construction Administrative Assistant/ JobTread Coordination

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TYPE OF WORK

Any

SALARY

N/A

HOURS PER WEEK

TBD

DATE UPDATED

Jul 11, 2026

JOB OVERVIEW

We are implementing JobTread as our main construction management system and are looking for a highly organized virtual assistant to help manage project information, documentation, estimating, scheduling, communication, and administrative tasks.

This is not a basic data-entry position. We need someone who can learn how our construction company operates, maintain accurate project records, follow up on outstanding items, and help ensure that nothing falls through the cracks.

Set up new customers and projects in JobTread.
Maintain accurate customer, vendor, subcontractor, and project information.
Enter estimates, budgets, cost codes, scopes of work, allowances, and pricing into JobTread.
Prepare proposals, contracts, change orders, purchase orders, invoices, and payment schedules using company-provided information.
Convert the owner’s notes, voice messages, texts, and rough pricing into organized project documentation.
Upload and organize plans, contracts, photos, selections, permits, inspection records, and other documents.
Maintain project schedules, task lists, reminders, and deadlines.
Request bids and pricing from subcontractors and vendors.
Track outstanding subcontractor bids and follow up when pricing has not been received.
Help maintain subcontractor insurance certificates, W-9s, agreements, and contact information.
Track permit applications, Notices of Commencement, inspections, and required construction documents.
Track customer selections, allowances, approvals, and change requests.
Enter project expenses, receipts, vendor bills, and purchase information under the correct jobs and cost codes.
Assist with JobTread and QuickBooks coordination.
Review job budgets and identify missing costs, unapproved changes, unpaid invoices, or unusual budget variances.
Draft professional customer, subcontractor, and vendor emails or text messages for approval.
Follow up with customers regarding documents, selections, approvals, scheduling, and payments when directed.
Create daily or weekly project status reports.
Maintain an organized list of questions and decisions that require the owner’s attention.
Help develop standard templates, checklists, scopes of work, and administrative procedures.

SKILL REQUIREMENT
Construction And Engineering Construction Project Manager English Proficiency
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