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TYPE OF WORK
Full Time
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SALARY
$4-9/hour
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HOURS PER WEEK
40
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DATE UPDATED
Sep 8, 2026
We are seeking a highly organized and detail-oriented Virtual Assistant to provide project coordination and administrative support to two Senior Project Managers at a general contracting construction firm. This role will help manage the day-to-day flow of project information, communications, scheduling, documentation, and follow-up across multiple active construction projects.
The ideal candidate is proactive, responsive, comfortable managing multiple priorities, and able to recognize when something requires timely attention. Previous experience with Procore is highly preferred, as this role will work regularly within Procore and will grow into additional project coordination, billing, and project accounting responsibilities over time.
Project Management & Administrative Support
- Complete detailed timecard entries based on provided project and task information
- Monitor and organize email inboxes, including sorting messages, reviewing junk email, and flagging important items
- Identify urgent or time-sensitive communications and promptly notify the appropriate team member via Teams or text
- Monitor shared and group email accounts for project-related communications requiring attention or follow-up
- Prepare a daily summary of flagged emails, outstanding items, and communications requiring review
- Participate in a brief daily check-in to review priorities, outstanding items, and follow-up needs
- Coordinate meeting schedules and calendar invitations
- Maintain calendar organization, including blocking 15 minutes of preparation time before meetings involving other participants
- Upload emailed receipts and expense documentation into Acumatica
- Maintain organized electronic project records and regularly save applicable documents to designated Drive folders
- Assist Project Managers and Project Coordinators with general administrative and project support as assigned
Subcontractor & Vendor Coordination
- Send approved Potential Change Orders (PCCOs), Commitment Change Orders (CCOs), and other project documents through DocuSign for execution
- Track outstanding documents and follow up with subcontractors and vendors to obtain required signatures
- Follow up with subcontractors and vendors regarding missing compliance documentation and other project requirements
- Assist with tracking material orders and follow up with vendors and subcontractors regarding order status and anticipated lead times
- Maintain organized records of outstanding subcontractor/vendor items and follow through until completed
Growth & Future Responsibilities
As training progresses and familiarity with our systems and processes develops, this role is expected to grow to include additional project coordination and project accounting responsibilities, including:
- Assist with project forecasting and billing preparation
- Assemble invoices, lien waivers, and other required billing backup documentation
- Enter subcontractor invoices received by email into Procore
- Enter and process basic project invoices in Procore
- Review Acumatica pay application payments against approved invoices in Procore and assist with the approval process
- Assist with additional Procore and Acumatica project administration as proficiency develops
Preferred Experience
- Previous experience using Procore is highly preferred
- Experience with construction project administration or project coordination is required
- Experience with Acumatica, DocuSign, or similar business systems is beneficial
- Strong organizational skills, attention to detail, and ability to consistently follow up on outstanding items
- Comfortable learning new systems and working independently in a remote environment
Hours & Schedule
This position is expected to grow into a 40 hour per week role. During the first few weeks, hours will ramp up as training and onboarding progress, with the goal of reaching a consistent schedule.
We are looking for someone who is available to start their workday at 7:00 AM Pacific Time (PST) to align with our team and support daily project operations.
To help us identify candidates with strong attention to detail, please put the word "Blueprint" in your subject line. In your response, please also:
- Confirm that you are available to start your workday at 7:00 AM Pacific Time
- Tell us whether you have previous Procore experience, and if so, briefly describe what you have used Procore for
