CPT-11633 Construction Project Coordination via Buildertrend Virtual Assistant

Location: Worldwide APPLICATION INSTRUCTIONS: If you’ve already completed the 20four7VA Recruiting Process—including the Final Interview—or have previously been contracted by a 20four7VA Client, please make sure to apply via the 20four7VA Team Portal for faster processing. Log in using your 20four7VA-issued email address to access the portal. If you’ve just logged in to the Team Portal, please proceed to review the Independent Contractor Opportunity outlined below. 💡 Quick Tip: Upload your resume first—this will automatically populate most of the fields in the application form. Let the magic happen! If you're interested in this opportunity, click APPLY TO POSITION to proceed. ******************************************************************** Title: CPT-11633 Construction Project Coordination via Buildertrend Virtual Assistant Independent Contractor – CPT-11633 Construction Project Coordination via Buildertrend Virtual Assistant/Business Support VA/Junior-Advanced 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. An established Charlotte-based construction and real estate development company is seeking an experienced Construction VA to manage Buildertrend administration, subcontractor bid, purchase order and invoice coordination, project documentation, plan & bulletin tracking, and recurring back-office operations. The company is transitioning from vertical construction toward a greater focus on land development. The ideal candidate must already have practical construction-industry knowledge and understand how project documentation, bidding, vendors, schedules, and compliance requirements fit together. The position is primarily centered around construction operations, bookkeeping and administrative duties. 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: Buildertrend & Project Administration Maintain and organize project information within Buildertrend Upload and properly categorize plans, specifications, contracts, and supporting documents Maintain consistent project file structures in Google Drive Ensure subcontractors and internal team members can access current project documents Monitor project correspondence and identify outstanding administrative requirements Keep project records and recurring workflow trackers accurate and current Record daily logs with info from site manager Manage incident reports Manage project schedules and send reminders Follow up on task lists Review existing company SOPs and project workflows to understand how different roles, project phases, and responsibilities connect. Develop and maintain standardized checklists, reminders, and tracking processes for each scope of work to help ensure required tasks are completed by subcontractors and internal team members. Identify gaps in existing workflows and recommend practical system improvements to make project information and processes more connected, organized, and accessible. Create simple reference materials, such as short instructional videos, screenshots, or step-by-step guides, to help subcontractors and internal team members follow established procedures, including accessing bid documents in Buildertrend Bidding & Subcontractor Coordination Distribute bid packages and specification documents to subcontractors Track bid deadlines, outstanding responses, and required follow-ups Respond to routine subcontractor requests for project documentation Coordinate vendor and subcontractor communications Monitor outstanding bids and provide status updates Escalate project questions requiring management or technical decisions Verify that subcontractor bids and proposals address the requested scope, plans, specifications, and quantities; follow up with subcontractors when required information or requested quantities are missing. Track bid coverage for current and upcoming project scopes and identify gaps that require additional bids or follow-up. Help evaluate software options for automating construction takeoffs from plans and organizing material quantities in a format that can be compared against subcontractor proposals, subject to client review and approval Insurance, Permitting & Loan Compliance Track subcontractor certificates of insurance and expiration dates Request updated insurance certificates and supporting documentation Maintain project insurance trackers and renewal schedules Coordinate with insurance agents regarding expiring policies and renewals Distribute updated insurance documentation to lenders and other designated parties Track lien waivers and other required construction compliance documents Permit & Entitlement tracking track submissions Follow up with City Maintain checklist of approvals loan application followup Executive & Operational Support Organize incoming emails, project communications, and follow-up items Prepare daily priority updates and summaries for management Maintain established SOPs and recommend practical workflow improvements Coordinate administrative deadlines and recurring project responsibilities Proactively identify missing information or potential process bottlenecks Ensure project-related information is updated, organized, and visible to the relevant team members so information can be traced across project coordination and bookkeeping workflows. Research unfamiliar construction processes or operational issues, develop a proposed solution, and bring it forward for discussion rather than waiting passively for instructions. Document established procedures and lessons learned to reduce repeated questions and help ensure previously explained processes are followed consistently 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 construction-industry administrative or operational experience required Buildertrend experience strongly preferred Familiarity with construction bidding and subcontractor coordination strongly preferred Construction document-management experience preferred Experience tracking insurance certificates, lien waivers, or vendor compliance strongly preferred Google Drive and digital file-management experience required Understanding of construction plans, specifications, and project workflows preferred Civil engineering or construction-related educational background is a plus IDEAL CANDIDATE PROFILE Strong understanding of construction operations and terminology Highly organized, intuitive, and proactive Comfortable working independently and solving routine administrative problems Able to understand the purpose behind construction documents and workflows Strong follow-through with subcontractors, vendors, and internal teams Resourceful and willing to use available training and software support Dependable with technology, communication, and scheduled meetings APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED Buildertrend – Strongly Preferred Google Workspace / Google Drive Microsoft Excel / Google Sheets Construction Document & Project Management Systems Google Slides Work Schedule Contracted Hours per Week: 20 Hours (Potential to increase to 40 hours/week as workload develops) Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing) Daily Working Time:  Approximately 8:00 AM–12 PM EST Initially; Some Morning Overlap Preferred 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, and Advanced Level Contracted Hours per Week: 20 hours/week (Potential to increase to 40 hours/week as workload develops) Daily Working Time:  Approximately 8:00 AM–12 PM EST Initially; Some Morning Overlap Preferred 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 written and spoken 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!