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Title: Independent Contractor – CPT-11508 Construction Operations & Administrative Assistant/Business Support VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A growing residential and commercial construction company is seeking a part-time Construction Operations & Administrative Assistant to support the day-to-day back-office, project coordination, estimating, procurement, compliance, and documentation workflows of the business.
The VA will work closely with the client to keep project information organized, process incoming invoices and documents, track subcontractor compliance, support permitting and inspections, assist with estimating and bid preparation, coordinate material orders, and help maintain current project schedules and documentation.
The ideal candidate is highly organized, detail-oriented, comfortable working within construction workflows, and able to use technology and AI tools to improve administrative efficiency.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Invoice & Document Intake

• Monitor a dedicated company email address for invoices, receipts, COIs, and vendor documentation
• Review and organize incoming documents
• Route invoices to the bookkeeper with the correct project and cost code
• Flag invoices or documentation requiring client approval
• Route receipts and supporting documentation to the appropriate accounting records
• Maintain organized digital files and project documentation
• Review and organize project invoices, plans, historical project records, and other construction documentation used for estimating and project management
• Organize and utilize historical project plans, invoices, and completed-job information as reference material for estimating and budgeting activities
• Support the preparation and organization of historical project information used to develop and improve the client’s AI-assisted estimating process

Subcontractor Compliance

• Request and track Certificates of Insurance (COIs), W-9s, Workers’ Compensation documentation, and other required subcontractor records
• Monitor expiration dates and outstanding compliance requirements
• Follow up with subcontractors before missing documentation delays payments or project activity
• Maintain accurate subcontractor compliance records
• Coordinate subcontractor bid requests and collect responses for project estimating and budgeting
• Track subcontractor proposals and incorporate received bids into project budgets
• Support the review and organization of subcontractor information and project-related requirements

Permits, Utilities & Inspections

• Assist with utility service requests
• Support permit applications and related documentation
• Track permit approvals and outstanding requirements
• Schedule and monitor inspections
• Track project closeout requirements, including U&O documentation where applicable
• Follow up on outstanding permit, utility, or inspection items
• Assist with construction-code research and document findings that may affect project requirements or construction decisions
• Research applicable construction requirements when questions arise regarding existing structures, materials, or proposed work
• Conduct construction-code research using AI tools and other available resources to support project-specific compliance and construction questions
• Assist with researching whether proposed construction solutions or existing conditions comply with applicable code requirements

Estimating & Bid Support

• Assist with basic construction takeoffs and quantity calculations
• Solicit subcontractor and vendor pricing
• Organize incoming subcontractor bids and proposals
• Compare and maintain bid information for client review
• Assist with preparing estimates and proposals
• Maintain supporting bid and estimating documentation
• Generate and review AI-assisted material takeoffs, including drywall, lumber, plumbing fixtures, light fixtures, and other construction materials
• Use the client’s AI-assisted estimating engine to generate preliminary material takeoffs, allowances, and project budgets
• Review and audit AI-generated takeoffs and budgets for accuracy and identify incorrect assumptions or quantities
• Assist with generating subcontractor Requests for Proposals (RFPs) through the client’s AI-assisted estimating workflow
• Update and maintain project budgets as new subcontractor bids are received
• Use historical project plans, invoices, and completed-job data to support AI-assisted estimating
• Review engineering plans and identify potential constructability, coordination, or cost issues before project work proceeds
• Use SketchUp to review and scale drawings and create construction/architectural details that are not included in the original plans

Ordering & Procurement

• Place material and product orders with approved vendors
• Confirm pricing, availability, and delivery information
• Track orders and expected delivery dates
• Follow up on delayed or incomplete deliveries
• Route receipts and purchasing documentation to accounting
• Maintain organized procurement records
• Review construction material and labor requirements and assist with verifying quantities before purchase requests are processed
• Assist with organizing purchase requests and confirming that requested quantities align with project requirements
• Coordinate procurement information with the appropriate internal or external parties for processing
• Assist with validating material quantities and project requirements generated through the estimating process before procurement activities proceed

Schedule & Project Coordination

• Review and update project schedules in Monday.com
• Track upcoming milestones, inspections, deliveries, and project tasks
• Distribute current plan sets and project information to subcontractors as directed
• Run and maintain standard job-open checklists
• Keep designer selections and other project information current
• Follow up on outstanding project coordination items
• Flag schedule conflicts, missing information, or issues requiring client attention
• Assist with monitoring project schedules and milestones and identify work that is not aligned with the planned schedule
• Maintain and organize project coordination information across contractors, subcontractors, permits, inspections, and other project activities
• Review architectural and engineering plans to identify potential conflicts between construction elements that may affect project coordination, cost, or constructability
• Support the client in resolving plan-related issues by documenting discrepancies and bringing potential conflicts to the client's attention

General Operations Support

• Maintain organized project folders within Google Drive
• Communicate with the client and team through Gmail and Slack
• Assist with recurring operational and administrative projects
• Use ChatGPT, Claude, and other approved AI tools to improve productivity, summarize information, prepare drafts, and streamline repetitive workflows
• Maintain organized historical project information that can be reused for estimating, budgeting, and future project planning
• Help develop and maintain repeatable workflows and documentation as the client builds out processes for the new VA role
• Leverage AI tools to reduce manual workload and improve the efficiency of construction operations
• Support the development and management of the client's AI-assisted construction workflows as the processes are documented and refined
• Work closely with the client during the initial implementation of new workflows and gradually take ownership of recurring processes
• Use AI tools to reduce the amount of manual work required for estimating, research, budgeting, and project administration

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous administrative, operations, or project coordination experience required
• Construction industry experience strongly preferred
• Experience supporting contractors, builders, subcontractors, or construction projects preferred
• Experience with construction documentation and project coordination preferred
• Estimating, takeoff, bid coordination, or procurement experience is a strong plus
• Familiarity with subcontractor compliance documentation is a plus
• Strong spreadsheet, file-management, and organizational skills required
• Strong written and verbal English communication
• Comfortable learning company-specific construction processes and terminology
• Experience using ChatGPT, Claude, or similar AI tools preferred

IDEAL CANDIDATE PROFILE

• Highly organized and process-oriented
• Strong attention to detail
• Comfortable managing multiple construction projects and deadlines
• Proactive with follow-up and identifying missing information
• Able to work independently within established processes
• Comfortable communicating with subcontractors, vendors, and internal team members
• Strong problem-solving and organizational ability
• Comfortable using AI tools to improve efficiency
• Interested in becoming a long-term operational support resource

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Monday.com
• Gmail / Google Workspace
• Google Drive
• QuickBooks – Familiarity Preferred
• Slack
• ChatGPT
• SketchUp – Preferred
• Claude / AI Productivity Tools – Required / Strongly Preferred

Work Schedule

• Contracted Hours per Week: 10-20 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 9AM-11AM Central time for the first 2-4 weeks; then will expand to 20 hours/week

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 10-20 hours/week
• Daily Working Time: 9AM-11AM Central time for the first 2-4 weeks; then will expand to 20 hours/week
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-C (Strong Spoken and Written English Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!