We are Hiring: Custom Builder Project Coordinator (Remote VA Role)

About Us
We are a small but mighty home building team at Hoeken Design Build, dedicated to bringing our clients’ dream homes to life. Each year, we complete 20+ projects ranging from spec builds to custom homes. To support our growing operations, we’re looking for a Construction Project Coordinator VA to join our team and help keep everything running smoothly.

The Role

The Construction Project Coordinator provides essential support by managing information, facilitating communication, and coordinating the flow of work across multiple projects. Acting as a central liaison between Hoeken Design Build, clients, design partners, subcontractors, municipalities, and vendors, you’ll help ensure projects remain on track, within budget, and efficiently managed.

Key Responsibilities

Project Administration & Communication
First point of contact for incoming calls, inquiries, and emails.
Maintain project and client files.
Monitor inboxes, ensuring items are routed and addressed.
Schedule meetings, inspections, and site visits.
Provide project updates and status reports.

Permitting & Scheduling

Apply for and track permits via municipality portals.
Schedule and confirm inspections.
Manage project calendars and deadlines.
Vendor & Material Coordination
Onboard new subcontractors by collecting setup documents.
Track deliveries, shipments, and material orders.

Financial & Systems Support

Update and maintain project details in Buildertrend.
Process change orders, RFQs, and close-out documentation.
Prepare billing and assist with QuickBooks reconciliation.
Support biweekly pay processing.
Client & Project Support
Address client concerns promptly and professionally.
Support project managers and superintendents with quality checks.
Coordinate project close-outs and client handoffs.

Utilities & Accounts

Set up and manage utility accounts for projects.
Monitor and resolve issues to avoid delays.
Recurring & As-Needed Tasks
Prepare monthly property updates.
Support insurance audits and lease coordination.
Handle warranty and maintenance requests.
Manage closing documents for smooth project turnover.

Qualifications

Experience in construction coordination, operations, or a related field preferred but not required.
Strong organizational and multitasking skills with attention to detail.
Excellent written and verbal communication skills.
Proficiency in Google Suite (Buildertrend & QuickBooks experience a plus).
Ability to thrive in a fast-paced environment and meet deadlines.

Why Join Us?

Be part of a growing, client-focused design-build company.
Work remotely while playing a key role in the successful delivery of custom homes.
Contribute directly to projects that change lives and communities.

???? Apply Now: If you’re proactive, detail-oriented, and ready to take on a critical support role in a thriving construction company, we’d love to hear from you! Please send your application along with you CV and 1 minute recording to this email: ----------