WFH - Construction Operations & Systems Specialist

Overview

Join a growing residential construction company as their first Virtual Assistant, where you'll play a pivotal role in transforming their operations from reactive to proactive. This is an exciting opportunity to work directly with leadership to systematize an entire construction business, implementing processes that will scale the company for future growth.

You'll serve as the bridge between cutting-edge technology and hands-on construction work — maximizing the potential of existing software systems while building comprehensive documentation that will become the foundation for all future operations. This role offers significant autonomy and the chance to make a lasting impact on a business that values integrity and communication excellence.

Job Highlights

Work Schedule: Monday to Friday, 8:00 AM – 5:00 PM CST (1-hour unpaid break)

Number of Paid Hours Per Week: 40 hours

Work Arrangement: Work from home

Contract: Independent Contractor

Start Date: Immediate hiring

Side Note: Since this is a permanent work-from-home position and the arrangement is that of an Independent Contractor, the selected candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are based on hourly rates, which depend on performance.

Key Responsibilities

• Manage all client communications, including lead qualification, 24-hour follow-up, and proactive project status updates to reduce reactive inquiries
• Handle comprehensive email management — filter, respond to routine inquiries, and escalate complex issues with acknowledgment protocols
• Process invoices within 48 hours of work completion and maintain accurate job card allocation in Buildertrend
• Coordinate job scheduling including trades, materials, permits, and documentation in advance of project needs
• Conduct quality control audits to ensure all team members complete required tasks and maintain up-to-date timesheets in the system
• Support digital marketing efforts through Google Ads, Meta, and MailChimp management, plus creative asset development using SketchUp and Canva
• Create and maintain comprehensive Standard Operating Procedures (SOPs) in Trainual, starting with your own role and expanding across all business processes
• Maximize Buildertrend utilization — manage stock, budget tracking, and explore underutilized features through available training resources
• Implement systematic follow-up processes for post-project client care, review generation, and testimonial collection
• Organize and maintain all job documents for easy accessibility within 30 seconds or less
• Assist with software implementation projects including potential integration of TelPay and other efficiency tools
• Generate Excel templates, PowerPoint presentations, and other business collateral using Canva, ChatGPT, and manual creation

Scope

• Expected to cover 75–85% of identified objectives within the first 3–6 months

• Primary focus areas:

• Systems documentation and process creation

• Operations and project administration
• Communications and lead management
• Finance and bookkeeping
• Expected outcomes: zero cost allocation discrepancies, elimination of client status inquiry calls, and full business process documentation
• Role will evolve based on business needs, with potential for expansion after successful completion of initial objectives
• Work closely with leadership while protecting their time through effective filtering and independent problem-solving
• Responsible for transforming existing Loom training videos and creating new documentation for a comprehensive knowledge base
• Success will be measured through improved client satisfaction, reduced leadership interruptions, accurate financial reporting, and efficient knowledge transfer

Requirements

• Strong experience with construction management software, particularly Buildertrend (or similar platforms like Procore, CoConstruct, or Buildxact)
• Proficiency in QuickBooks Desktop for financial tracking and job cost allocation
• Advanced skills in creative software, including SketchUp for 3D modeling and Canva for marketing materials
• Must be willing to work with time tracking tools
• Experience with digital marketing platforms (Google Ads, Meta, and MailChimp)
• Excellent written and verbal communication skills with the ability to represent the company professionally
• Strong organizational skills with experience in process documentation and SOP creation
• Familiarity with project management tools (Trello preferred) and screen recording software for training materials
• Ability to work independently with minimal supervision while maintaining high attention to detail
• Experience in construction industry terminology and residential building processes
• Proactive mindset with the ability to anticipate needs and implement solutions before problems arise

Independent Contractor Perks

• HMO Coverage in eligible locations
• Permanent work-from-home setup
• Immediate hiring