Construction Virtual Assistant VA
A senior construction virtual assistant runs the office side of a building business: quotes, supplier follow-ups, permits, scheduling and client updates, so the owner and site team spend their day building instead of chasing paperwork.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
Get an Instant Quote for Construction Virtual Assistant VA Hire
Hourly rates · No lock-in contracts
Entry Level
$7 / hr
Intermediate ★
$9 / hr
Senior
$12 / hr
Responsibilities
- Manage the owner's inbox and calendar, booking site visits, client meetings and subcontractor inspections around the build programme.
- Prepare quote and tender packs from the estimator's take-offs, format them in the company template and send them to clients on time.
- Chase subcontractor quotes, insurance certificates and licence copies so every trade on site holds current paperwork.
- Lodge and track permit, inspection and certification applications with councils and certifiers, following up until approvals land.
- Keep the job management system current in Buildertrend, Procore or Jobber, updating schedules, daily logs and variations as the site reports them.
- Raise purchase orders and match supplier invoices to deliveries before passing them to accounts for payment.
- Send clients weekly progress updates with photos, upcoming milestones and any decisions they need to make.
- Maintain safety and compliance files, including SWMS, toolbox talk records and site inductions, ready for audit.
- Coordinate material deliveries with suppliers and the site supervisor so crews are never waiting on stock.
- Produce weekly reports on quotes outstanding, jobs in progress and cash owed for the owner's Monday review.
Software & Tools
Procore
Buildxact
Bluebeam
Microsoft Excel
Google Workspace
Xero
Buildertrend
Requirements
- At least 5 years of administrative experience supporting a builder, trade contractor or construction company, with a clear grasp of how a job moves from quote to handover.
- Hands-on experience with Buildertrend, Procore, Jobber or a similar job management platform, plus confident Excel and Google Workspace skills.
- Working knowledge of construction documents such as plans, specifications, variations and progress claims, and the vocabulary that goes with them.
- Fluent written and spoken English with a professional, friendly phone and email manner suited to clients, councils and trade suppliers.
- Strong organisational habits and the ability to keep several jobs, suppliers and deadlines moving without dropping any.
- Experience handling permit, insurance and safety paperwork, including tracking expiry dates and following up before they lapse.
- A quiet home office with reliable high-speed internet and backup power, and availability across the client's business hours.
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