Construction Company EA and Executive Coordinator

Virtual Assistant – Construction Operations & Buildertrend Specialist (Full-Time, Remote)
Overview

We are a residential construction and real estate development company seeking a highly organized, detail-oriented Virtual Assistant to support our owner and operations team.

This role is a mix of construction operations support, Buildertrend management, technical documentation, and administrative execution. This is not a basic admin role. Candidates must be comfortable working with construction software, plans, PDFs, and structured workflows.

Buildertrend excellence is the top priority for this role.

Key Responsibilities include:


Email & Communication Management
Manage and organize the owner’s inbox daily
Sort emails by priority and flag urgent items
Draft routine email responses using templates or direction
Track follow-ups and ensure no items are missed
Organize email attachments and project correspondence

Task & Project Organization
Monitor task boards (Trello or similar)
Create tasks from emails, meeting notes, and Buildertrend updates
Assign priorities, due dates, and notes
Follow up on overdue items and provide status updates
Maintain internal checklists and SOPs

Buildertrend Management
Daily use and maintenance of Buildertrend
Upload and organize documents (plans, specs, contracts, invoices)
Manage schedules, selections, and to-do lists
Keep project records clean, accurate, and current
Identify missing information or inconsistencies

PDF Editing, Plans & Shop Drawings
Edit, clean, and mark up PDFs (plans, specs, sketches)
Convert hand markups or notes into clean, presentable documents
Perform minor plan revisions (non-engineering, non-design decisions)
Create basic shop drawings/details using:
AutoCAD
SketchUp
Adobe Acrobat / Illustrator / InDesign
Assemble client-facing plan sheets as directed

Material Quantity Takeoffs
Perform material quantity takeoffs from plans and PDFs
Use Bluebeam or similar takeoff tools
Prepare clean quantity summaries for review
Revise takeoffs as plans change
No pricing or estimating decisions required

Document & Operations Support
Maintain organized digital file structures
Rename, format, and standardize documents
Manage templates for internal and client-facing documents
Perform accurate data entry and light spreadsheet work
Track deadlines (permits, selections, approvals, revisions)

Required Skills
Strong written English communication
Extremely detail-oriented and organized
Comfortable working with construction drawings and PDFs
Proficient with Google Workspace (Gmail, Drive, Docs, Sheets)
Able to follow redlines and instructions precisely
Reliable internet connection and consistent availability

Preferred Experience
Advanced proficiency with Buildertrend
Daily-use experience
Comfortable managing multiple projects
Able to keep Buildertrend clean and accurate independently

Strongly preferred experience with:
Bluebeam
AutoCAD and/or SketchUp
Adobe Acrobat / Illustrator / InDesign
Construction, residential building, architecture, or real estate background
Experience supporting business owners or operations leaders

Work Structure

Full-time, remote position
Consistent availability during agreed business hours
Long-term role with opportunity for growth
Clear processes, templates, and training provided

What Success Looks Like

Emails and Documents are managed and organized
Buildertrend is always accurate, organized, and up to date
Clean, professional PDFs and drawings delivered efficiently
Accurate material takeoffs with minimal revisions
Tasks tracked and followed through without reminders
Reduced administrative and technical workload on leadership