Construction Project Coordinator Virtual Assistant

About the role

Supple Homes Inc. is looking for a remote Construction Project Coordinator Virtual Assistant to support its Project Managers on high‑end residential projects. The role involves organizing project information, tracking action items, and ensuring clear communication throughout each construction phase.

Key responsibilities

• Provide daily administrative and coordination support to Project Managers.
• Maintain project schedules, task lists, deadlines, and follow‑up items.
• Update notes, logs, and documentation in BuilderTrend or similar construction management software.
• Prepare and track RFIs, submittals, change orders, purchase orders, and other project documents.
• Follow up with subcontractors, vendors, consultants, and internal team members on outstanding information and deadlines.
• Organize project files, plans, specifications, contracts, proposals, and correspondence.
• Assist with meeting preparation, agendas, notes, and action‑item tracking.
• Support weekly project status reporting and internal progress updates.
• Track selections, approvals, material orders, delivery dates, and open decisions.
• Maintain accurate contact information, project records, and communication histories.
• Help with bid collection, proposal comparisons, and subcontractor documentation.
• Monitor insurance certificates, licenses, contracts, and compliance documents.
• Coordinate calendars, calls, meetings, and occasional inspections as directed.
• Identify missing information or overdue items and communicate them proactively.
• Support invoicing, cost tracking, and document collection as needed.

Required profile

• Minimum two years of experience in construction administration, project coordination, estimating support, or virtual assistance for a construction company.
• Prior experience working in the construction industry is required.
• Familiarity with construction terminology, project documentation, and the residential luxury home market.

Required skills

• Proficiency with BuilderTrend or similar construction management software.