Operations VA — Proposals, Contracts & Project Tracking | US Architecture & Construction Firm | Full-Time 9–5 PST

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: TYPE OF WORK

Full Time

: SALARY

$1.50 – $2.00/hr

: HOURS PER WEEK

48

: DATE UPDATED

Mar 24, 2026

JOB OVERVIEW

Post Body:
We are a US-based architecture and construction company looking for a detail-oriented Operations VA to run our back office. You will prepare proposals, draft contracts, track project timelines, organize documentation, and make sure nothing falls through the cracks.

This is a behind-the-scenes role — you will not be on the phone with clients. Your job is to make sure everything the business sends out is professional, accurate, and on time.

If you love systems, spreadsheets, checklists, and making order out of chaos — this is your role.

What You'll Do
- Draft proposals and contracts in Google Docs using AI tools and templates we provide
- Send proposals and contracts for e-signature, track status, and follow up until signed
- Maintain a pipeline tracker — every lead, proposal, project, and deadline in one place
- Track permit status, plan check timelines, and city/engineer correspondence
- Organize Google Drive — maintain clean, consistent folder structures per project and entity
- Prepare project documents: transmittals, RFIs, submittals, meeting notes
- Collect and track vendor documentation — insurance certs, lien waivers, W-9s
- Coordinate with the team on deliverables and deadlines
- Use AI tools daily to draft, research, and improve efficiency

Who You Are
- Excellent written English — professional, clear, error-free
- Extremely detail-oriented — you catch typos, missing attachments, and inconsistencies
- Organized and systematic — you create and maintain trackers, checklists, and SOPs
- Comfortable with Google Workspace (Docs, Sheets, Drive, Gmail, Calendar)
- Actively use AI tools (Claude, ChatGPT, etc.) and see them as essential, not optional
- Proactive — you flag problems before they become emergencies
- Work independently once trained — you don't need daily supervision

How We Work
- Full-time: 9:00 AM – 5:00 PM Pacific Time (PST) — this is non-negotiable
- You will share your screen live via ---------- during work hours
- Time is tracked using Hubstaff (screenshots + activity tracking)
- Payment via Wise, monthly
- We use Google Chat and ---------- for all team communication
- This is a long-term role — we are building a team, not looking for temporary help

How to Apply — READ CAREFULLY
Include ALL of the following in your application or you will not be considered:
- Put the word "CORNERSTONE" in your subject line so we know you read this entire post
- Attach your resume (PDF preferred)
- Record a short Loom video (1–2 minutes) introducing yourself — tell us about your experience with document preparation and how you use AI in your work (paste the Loom link in your application)
- One example of how you've used AI in your work (any tool — Claude, ChatGPT, Gemini, etc.)

- BONUS: If you have a sample document, tracker, or system you've built, include a link. We want to see how you think and organize.

What Happens After You Apply
If your application is strong, we will message you to schedule a short video call. You should be available to take this call between 9:00 AM – 9:00 PM PST with your camera on and in a quiet environment. We may reach out the same day, so be ready.
Your application itself is the first test — if it has typos or is disorganized, that tells us everything we need to know.

SKILL REQUIREMENT

Data Entry Administrative Support Documentation

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Operations VA — Proposals, Contracts & Project Tracking | US Architecture & Construction Firm | Full-Time 9–5 PST

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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