Construction Project Coordinator VA

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.

Requirements

KNOWLEDGE OR SKILLS NEEDED

Administrative & Clerical Proficiency

• Strong organizational skills to manage multiple tasks and deadlines.
• Experience handling document management systems in OneDrive.
• Ability to coordinate meetings, maintain schedules, and track updates.
• Attention to detail in maintaining bid history and tracking project documentation.

Project Management & Coordination

• Does not need to have construction or finance experience. However, highly beneficial if the VA has a construction and project management experience
• Familiarity with project tracking tools such as Asana, Trello, or
• Ability to monitor project timelines and follow up on required actions.
• Experience liaising between vendors, contractors, engineers, and other stakeholders.
• Capable of tracking contract reviews, insurance certificates, and compliance documentation.

Bid Tracking & Management

• Ability to track bidding deadlines, scope requirements, and key contacts.
• Experience in organizing and distributing blueprints to third-party estimators.
• Strong data entry skills to consolidate material quotes into bid tracking spreadsheets.
• Coordination of bid packaging and submission within required deadlines.

Invoice & Payment Processing

• Experience preparing invoices for monthly pay applications. (Bookkeeping and Accounting experience is a plus but not a requirement)
• Ability to track invoice submissions, payment schedules (AR), and construction retention.
• Familiarity with basic financial record-keeping and processing invoices.
• Support automation initiatives related to paperwork and approval workflows.

Communication & Follow-Ups

• Professional and clear communication skills for vendor coordination.
• Ability to follow up on outstanding bids, invoices, and contract approvals.
• Strong written communication skills for email follow-ups and documentation updates.

Technology & Software Skills

• Strict requirement: Skilled in using Microsoft Office to organize, analyze, and manage data efficiently.
• Experience with Asana (or similar project management tools).
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Ability to manage cloud-based document storage (OneDrive)
• Basic knowledge of automation tools to streamline administrative processes.

TOOLS NEEDED

• Microsoft Office (Outlook, Excel, OneDrive etc.)
• Asana

---