The Construction Project Coordinator VA will be responsible for tracking bids, managing document organization, coordinating contracts and compliance, facilitating project scheduling, and assisting with invoice processing. They will ensure deadlines are met, liaise between stakeholders, and support workflow automation for efficiency.
The VA will primarily support the pre-construction and post-construction phases, with a focus on bid tracking, document management, and invoicing. While construction or finance experience is not required, prior experience in construction or project management is highly beneficial.
DUTIES & RESPONSIBILITIES
Bid Tracking & Management
- Monitor bidding deadlines, scope requirements, and key contacts.
- Download blueprints and distribute to third-party estimators.
- Coordinate material quotes from vendors and suppliers.
- Consolidate quotes into project tracking spreadsheets.
- Assist in bid packaging and timely submission.
- Maintain the Asana board for bid history tracking and follow-ups.
Document Management
- Organize and maintain project-related documents in OneDrive.
- Assist in developing Asana workflows for streamlined access.
Pre-Construction & Contract Coordination
- Track contract reviews and approval processes.
- Request and monitor insurance certificates.
- Communicate with safety teams to ensure compliance documentation.
- Coordinate required submittals and vendor approvals.
Project Scheduling & Coordination
- Track general contractor schedules and meeting updates.
- Serve as a liaison between engineers, vendors, and contractors.
Invoice & Payment Processing
- Assist in preparing invoices for monthly pay applications.
- Track invoice submissions, payment schedules (AR), and construction retention.
- Support automation initiatives for paperwork and approval processes.
