Construction Virtual Assistant

E-SQUARE BUILDING GROUP is seeking a highly organized, dependable, and detail-oriented Construction Virtual Assistant to provide remote administrative and project support to our construction and building operations.

The Construction Virtual Assistant will work closely with project managers, estimators, procurement personnel, subcontractors, vendors, and other members of the construction team. This position is responsible for helping maintain organized project information, coordinating communications, tracking documents and schedules, supporting administrative processes, and ensuring that project teams have accurate and timely information.

The ideal candidate is comfortable working remotely, has excellent communication skills, understands basic construction terminology, and can manage multiple tasks while maintaining a high level of accuracy.

This role is particularly well suited for someone with experience in construction administration, project coordination, virtual assistance, office administration, real estate, procurement, or general contracting.

Key Responsibilities

Construction Project Administration

• Provide administrative support to Project Managers and construction management staff.
• Maintain organized electronic project files and folders.
• Update project records, schedules, spreadsheets, and databases.
• Prepare and format project documents, reports, correspondence, and presentations.
• Track project deadlines, action items, appointments, inspections, and deliverables.
• Assist with preparing daily, weekly, and monthly project status reports.
• Follow up on outstanding tasks and provide updates to project management.

Communication & Coordination

• Communicate professionally with subcontractors, suppliers, vendors, clients, consultants, and internal staff.
• Respond to routine emails and administrative inquiries.
• Schedule meetings, conference calls, inspections, and appointments.
• Prepare meeting agendas and take meeting notes when required.
• Maintain calendars for project managers and company leadership.
• Follow up with vendors and subcontractors regarding documents, pricing, schedules, and outstanding requirements.

Document Management

• Organize contracts, proposals, invoices, purchase orders, change orders, drawings, specifications, RFIs, submittals, and other project documentation.
• Maintain accurate naming and filing systems for project documents.
• Assist with document distribution to appropriate project team members.
• Track document approvals and outstanding items.
• Help maintain project databases and digital records.
• Ensure important project information is easy for team members to locate.

Procurement & Vendor Support

• Assist with obtaining vendor quotes and product information.
• Contact suppliers to request pricing, availability, and delivery information.
• Maintain vendor contact lists and supplier records.
• Track purchase orders and material deliveries.
• Follow up on delayed orders and communicate updates to the project team.
• Assist the Procurement Coordinator with purchasing documentation and administrative tasks.

Scheduling Support

• Assist Project Managers with maintaining construction schedules.
• Track important project milestones and deadlines.
• Schedule subcontractors, vendors, meetings, and inspections as directed.
• Maintain calendars and reminders for upcoming project activities.
• Identify overdue tasks and notify the appropriate team member.
• Assist with updating project management software.

Estimating & Bid Support

• Assist estimators with organizing bid documents and subcontractor information.
• Contact subcontractors to request bids and proposals.
• Maintain bid tracking spreadsheets.
• Organize drawings, specifications, scopes of work, and proposal documents.
• Enter pricing information into spreadsheets or estimating systems.
• Follow up with subcontractors regarding missing proposals or documentation.

Required Qualifications

• 1–2 years of administrative, virtual assistant, project coordination, construction, or related experience preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Excellent attention to detail.
• Ability to manage multiple assignments and deadlines.
• Proficiency with Microsoft Office, Google Workspace, email, spreadsheets, and online collaboration tools.
• Reliable internet connection and appropriate home-office environment.
• Ability to work independently with minimal supervision.
• Professional and responsive communication style.

Preferred Qualifications

Experience in any of the following areas is a plus:

• Construction administration
• General contracting
• Residential or commercial construction
• Project management
• Procurement
• Construction estimating
• Real estate
• Property management
• Architecture or engineering administration
• Subcontractor coordination

Experience with construction platforms such as Procore, Buildertrend, CoConstruct, Autodesk Construction Cloud, Monday.com, Asana, or similar software is highly desirable.

Basic knowledge of construction terminology, including RFIs, submittals, change orders, purchase orders, invoices, scopes of work, subcontractors, materials, and project schedules, is preferred.

Skills & Personal Qualities

The successful candidate should be:

• Highly organized
• Dependable and accountable
• Detail-oriented
• Proactive
• Professional
• Responsive
• Comfortable learning new software
• Able to prioritize competing tasks
• Strong at written communication
• Comfortable working independently
• Comfortable communicating with construction professionals and vendors

Actual compensation will depend on experience, construction knowledge, technical skills, geographic location, and overall qualifications.

Potential benefits may include:

• Health, dental, and vision insurance
• Paid time off
• Paid company holidays
• Retirement plan
• Performance bonuses
• Professional development opportunities
• Flexible remote work environment
• Career advancement opportunities

Benefits are subject to company policy and employment status.

Career Growth

This position can provide an excellent pathway into higher-level construction operations roles. High-performing employees may have opportunities to advance into positions such as:

• Construction Project Coordinator
• Project Administrator
• Procurement Coordinator
• Assistant Project Manager
• Construction Estimator
• Project Manager

Employees who demonstrate strong organizational, communication, construction, and project-management skills may be given opportunities to take on increasingly complex responsibilities.

How to Apply

Interested candidates should submit a current resume highlighting administrative, construction, project coordination, procurement, estimating, or virtual assistant experience.

Applicants should include relevant construction software experience and describe any experience working remotely with contractors, subcontractors, vendors, clients, or project management teams.

E-SQUARE BUILDING GROUP is looking for a reliable and proactive Construction Virtual Assistant who can help our team stay organized, communicate effectively, and keep projects moving forward.