Construction Project Coordination via Buildertrend Virtual Assistant

Jobgether; Netherlands; Remoto; EUR 26.000 - 36.000; Part-time

Vantaggi offerti da questo lavoro

Competitive contractor rates

Weekly payments

Remote work

Part-time workload ~20h/wk with growth

Training and upskilling

Ongoing support and guidance

Professional community

Contribution to development operations

Descrizione del lavoro

Jobgether is seeking an experienced Construction Project Coordination Virtual Assistant to support project documentation, schedules, bids, and vendor records for construction and real estate development. This remote, part-time contractor role uses Buildertrend and Google Workspace to keep files organized and accessible.

You will coordinate subcontractor communications, track insurance certificates, permits, lien waivers, and compliance documents, and prepare daily updates for management in a

Competenze

• Previous construction-industry administrative or operational experience is required.
• Strong understanding of construction operations, terminology, project documentation, and administrative workflows.
• Experience with Buildertrend is strongly preferred.
• Familiarity with construction bidding, subcontractor coordination, and vendor communications is strongly preferred.
• Experience managing construction documents, plans, specifications, and project records is preferred.
• Experience tracking insurance certificates, lien waivers, renewals, or vendor compliance requirements is strongly preferred.
• Proficiency with Google Workspace and Google Drive for document management and collaboration.
• Working knowledge of Microsoft Excel and/or Google Sheets for trackers, reporting, and administrative records.
• Familiarity with construction document management and project management systems.
• Ability to use Google Slides and other relevant digital tools.
• Strong written and spoken English communication skills.
• Excellent organization, attention to detail, time management, and follow-through.
• A proactive and resourceful approach to problem-solving, with the ability to manage routine administrative issues independently.
• Dependability when using technology, attending scheduled meetings, and meeting agreed deadlines.
• Willingness to learn new software and use available training and technical support.
• A civil engineering or construction-related educational background is an advantage but is not specified as mandatory.

Mansioni

• As a Construction Project Coordination Virtual Assistant, you will provide administrative and operational support across construction projects, ensuring that project records, communications, schedules, and compliance requirements are managed efficiently.
• Buildertrend and Project Administration: Maintain and organize project information within Buildertrend.
• Buildertrend and Project Administration: Upload, categorize, and manage plans, specifications, contracts, and supporting project documents.
• Buildertrend and Project Administration: Maintain consistent project folder structures in Google Drive and ensure stakeholders can access current documentation.
• Buildertrend and Project Administration: Monitor project correspondence and identify outstanding administrative tasks.
• Buildertrend and Project Administration: Keep project records, workflow trackers, and recurring administrative logs accurate and up to date.
• Buildertrend and Project Administration: Record daily site logs using information provided by the site manager.
• Buildertrend and Project Administration: Maintain incident reports, monitor project schedules, send reminders, and follow up on task lists.
• Bidding and Subcontractor Coordination: Distribute bid packages, plans, and specifications to subcontractors.
• Bidding and Subcontractor Coordination: Track bid deadlines, outstanding proposals, and required follow-ups.
• Bidding and Subcontractor Coordination: Respond to routine subcontractor requests for project documentation.
• Bidding and Subcontractor Coordination: Coordinate communications with vendors and subcontractors.
• Bidding and Subcontractor Coordination: Monitor outstanding bids and provide status updates to management.
• Bidding and Subcontractor Coordination: Escalate technical questions or project decisions requiring management input.
• Insurance, Permitting, and Compliance: Track subcontractor certificates of insurance, expiration dates, and renewal requirements.
• Insurance, Permitting, and Compliance: Request updated insurance certificates and supporting documentation.
• Insurance, Permitting, and Compliance: Maintain insurance trackers and coordinate with insurance agents regarding renewals.
• Insurance, Permitting, and Compliance: Distribute updated insurance documentation to lenders and other designated parties.
• Insurance, Permitting, and Compliance: Track lien waivers and other required construction compliance documents.
• Insurance, Permitting, and Compliance: Monitor permit and entitlement submissions, follow up with relevant city departments, and maintain approval checklists.
• Insurance, Permitting, and Compliance: Follow up on loan applications and related documentation requirements.
• Executive and Operational Support: Organize incoming emails, project communications, and follow-up items.
• Executive and Operational Support: Prepare daily priority updates and project summaries for management.
• Executive and Operational Support: Maintain established standard operating procedures and recommend practical workflow improvements.
• Executive and Operational Support: Coordinate recurring administrative responsibilities and important deadlines.
• Executive and Operational Support: Proactively identify missing information, delays, and potential process bottlenecks.
• Executive and Operational Support: Deliver agreed services professionally and meet the timelines and quality standards specified in the independent contractor agreement.

Conoscenze

Construction administration

Google Workspace

Buildertrend

English communication

Document management

Formazione

Civil engineering or construction-related education

Strumenti

Google Drive

Excel / Sheets

Google Slides

Project management systems

Descrizione del lavoro

This is an opportunity for an experienced construction administrative professional to support project coordination and back‑office operations for a construction and real estate development business. In this remote, part‑time contractor role, you will use Buildertrend and digital project management tools to keep documentation, schedules, bids, and vendor records organized. You will coordinate subcontractor communications, track compliance documents, and help ensure project information remains accurate and accessible. The role also involves supporting permitting, insurance, loan documentation, and recurring administrative workflows. You will work closely with project stakeholders and management, helping identify missing information, resolve routine administrative issues, and improve operational efficiency. This position is ideal for a proactive, detail‑oriented professional who understands construction workflows and can work independently in a structured, deadline‑driven environment.

Accountabilities

• As a Construction Project Coordination Virtual Assistant, you will provide administrative and operational support across construction projects, ensuring that project records, communications, schedules, and compliance requirements are managed efficiently.

  • Buildertrend and Project Administration
    • Maintain and organize project information within Buildertrend.
    • Upload, categorize, and manage plans, specifications, contracts, and supporting project documents.
    • Maintain consistent project folder structures in Google Drive and ensure stakeholders can access current documentation.
    • Monitor project correspondence and identify outstanding administrative tasks.
    • Keep project records, workflow trackers, and recurring administrative logs accurate and up to date.
    • Record daily site logs using information provided by the site manager.
    • Maintain incident reports, monitor project schedules, send reminders, and follow up on task lists.
  • Bidding and Subcontractor Coordination
    • Distribute bid packages, plans, and specifications to subcontractors.
    • Track bid deadlines, outstanding proposals, and required follow‑ups.
    • Respond to routine subcontractor requests for project documentation.
    • Coordinate communications with vendors and subcontractors.
    • Monitor outstanding bids and provide status updates to management.
    • Escalate technical questions or project decisions requiring management input.
  • Insurance, Permitting, and Compliance
    • Track subcontractor certificates of insurance, expiration dates, and renewal requirements.
    • Request updated insurance certificates and supporting documentation.
    • Maintain insurance trackers and coordinate with insurance agents regarding renewals.
    • Distribute updated insurance documentation to lenders and other designated parties.
    • Track lien waivers and other required construction compliance documents.
    • Monitor permit and entitlement submissions, follow up with relevant city departments, and maintain approval checklists.
    • Follow up on loan applications and related documentation requirements.
  • Executive and Operational Support
    • Organize incoming emails, project communications, and follow‑up items.
    • Prepare daily priority updates and project summaries for management.
    • Maintain established standard operating procedures and recommend practical workflow improvements.
    • Coordinate recurring administrative responsibilities and important deadlines.
    • Proactively identify missing information, delays, and potential process bottlenecks.
    • Deliver agreed services professionally and meet the timelines and quality standards specified in the independent contractor agreement.

Requirements

• Previous construction-industry administrative or operational experience is required.

• Strong understanding of construction operations, terminology, project documentation, and administrative workflows.

• Experience with Buildertrend is strongly preferred.

• Familiarity with construction bidding, subcontractor coordination, and vendor communications is strongly preferred.

• Experience managing construction documents, plans, specifications, and project records is preferred.

• Experience tracking insurance certificates, lien waivers, renewals, or vendor compliance requirements is strongly preferred.

• Proficiency with Google Workspace and Google Drive for document management and collaboration.

• Working knowledge of Microsoft Excel and/or Google Sheets for trackers, reporting, and administrative records.

• Familiarity with construction document management and project management systems.

• Ability to use Google Slides and other relevant digital tools.

• Ability to interpret the purpose of construction documents and understand how project schedules, bids, vendors, and compliance requirements connect.

• Strong written and spoken English communication skills.

• Excellent organization, attention to detail, time management, and follow‑through.

• A proactive and resourceful approach to problem‑solving, with the ability to manage routine administrative issues independently.

• Dependability when using technology, attending scheduled meetings, and meeting agreed deadlines.

• Willingness to learn new software and use available training and technical support.

• A civil engineering or construction-related educational background is an advantage but is not specified as mandatory.

Benefits

• Competitive contractor rates.

• Weekly payments processed according to the terms of the engagement.

• Remote work arrangement.

• Initial part‑time workload of approximately 20 hours per week, with the potential to increase to 40 hours as workload develops.

• Free training and opportunities for professional upskilling.

• Ongoing support and guidance.

• Access to a supportive professional community.

• Opportunity to contribute to construction and real estate development operations while expanding practical project coordination experience.

Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre‑contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.