Construction Project Management Coordinator (Virtual Assistant) – Procore / Logs / Procurement Support

We are hiring a Construction PM Coordinator VA to support our Project Managers with the administrative and coordination side of construction projects. This person will help keep projects organized and moving forward by tracking RFIs/submittals, sending follow-ups, maintaining logs, and organizing documentation.

This position is ideal for someone who is extremely organized, communicates professionally, and enjoys managing multiple deadlines.

Key Responsibilities
Project Management Support

Maintain and update RFI logs, submittal logs, change order logs, and procurement trackers

Track due dates, next actions, and project status updates

Prepare and format meeting agendas and meeting minutes

Draft professional email follow-ups to subcontractors, vendors, and clients

Support coordination with internal team members (engineering + construction)

Procurement & Vendor Coordination

Send quote request packages to subcontractors

Follow up on outstanding quotes and confirm lead times

Track pricing responses and compile into bid tab spreadsheets

Document Control

Organize documents in Google Drive / SharePoint / Procore

Maintain consistent naming conventions and folder structure

Support closeout documentation (warranties, O&M manuals, manuals, photos, etc.)

Tools We Use (or similar)

Procore (preferred)

Microsoft Excel / Google Sheets (required)

Microsoft Word / Google Docs (required)

Outlook / Gmail

Bluebeam / PDF editing (preferred, not required)

Required Skills

Strong written and verbal English communication

High attention to detail and accuracy

Comfortable managing multiple deadlines

Strong Excel/Google Sheets skills (logs, trackers, formatting)

Ability to follow SOPs and checklists

Preferred Experience

Construction / engineering / architecture support experience

Experience supporting a Project Manager or Superintendent

Familiar with:

RFIs

Submittals

Change Orders

Pay applications / invoice tracking

Construction documentation workflows