Construction Admin Assistant

About Us
We are a leading Orange County general contractor specializing in high-end residential and commercial construction. Our design-build approach emphasizes organization, precision, communication, and exceptional client experience. This role is critical to maintaining operational excellence across our projects, leads, and internal systems.

About the job
The VA Construction Admin Assistant provides remote operational, administrative, and coordination support across marketing leads, Buildertrend project oversight, pre-construction, bidding, and internal databases. This role is not passive — it requires initiative, attention to detail, strong follow-up, and judgment on when to handle items independently versus escalate.

Responsibilities
- Monitor Yelp and other marketing portals daily and respond to leads with high-level, personalized, non-generic messaging.
Immediately notify management if a lead requires a call, appears urgent or high-value, or contains sensitive or negative communication.
- Review Buildertrend every Tuesday to confirm project schedules are updated and daily logs are consistently posted.
- Notify Project Managers and management of any missing, late, or incomplete Buildertrend schedules or logs with a concise summary.
- Review subcontractor daily logs and approve client sharing only if content is clear, professional, and client-appropriate.
- Send follow-up emails to new, cold, and inactive leads using the company's professional and clear communication tone.
- Track lead responses and notify the team when additional follow-up or action is required.
- Set up new projects in Buildertrend and create structured, organized Google Drive folders for each project.
- Upload, organize, and maintain all project documents across Buildertrend and Google Drive.
- Review construction plans and assist with extracting detailed scopes of work for bidding purposes.
- Send bid requests to appropriate subcontractors and track incoming proposals.
- Follow up with subcontractors on missing or delayed bids.
- Maintain and regularly update subcontractor and vendor databases with accurate contact and scope information.
- Prepare material lists and pricing spreadsheets in Excel.
- Request and collect vendor pricing via email and online sources.
- Compare vendor quotes and online pricing and present cost-saving recommendations to management.
- Collaborate closely with team to support daily operations and project needs.
- Communicate clearly, ask questions when uncertain, and proactively flag issues before they escalate.

Qualifications
- 2+ years of administrative or construction-related support experience (preferred)
- Familiarity with GoHighLevel and Buildertrend highly preferred
- Strong written communication skills
- Highly organized and self-directed
- Comfortable working remotely with minimal supervision


Email resume to ---------- with subject title 'Construction Admin Assistant'