Construction VA (with Project Management experience)

Job Title: Construction VA (with Project Management experience) Location: Remote Reports To: Director of Construction Work Shift: US Time Zone (EST) Working Hours: Full-Time

Note: Applicants must be willing to provide a 1-minute introduction video as part of the application process.

Job Description:

As a Construction VA, you will play a critical role in supporting and scaling the company’s renovation operations. Working closely with the Director of Construction, you’ll provide end-to-end project coordination and administrative support across multiple active construction projects. This includes developing schedules, budgets, coordinating trade partners, assisting with materials procurement, and tracking project metrics. A background in construction is not required—strong project management skills and the ability to manage complex workflows are what matter most. This is an excellent opportunity for someone looking to apply their organizational and administrative expertise in a mission-driven environment focused on equitable housing development.

Key Responsibilities:

Project Planning and Management

• Create Gantt charts and detailed schedules to ensure proper project planning and the completion of project milestones.
• Develop project estimates and budgets, tracking expenses and identifying cost-saving opportunities.
• Generate take-offs to calculate material and labor requirements for construction projects.

Trade Partner Coordination

• Solicit bids from subcontractor trade partners and evaluate proposals.
• Manage contracts, W9s, and Certificates of Insurance (COIs) with trade partners.
• Process invoices from trade partners, verifying accuracy and ensuring timely payment.
• Communicate and provide direction to trade partners, implementing construction schedule.
• Coordinate and attend kickoff and progress meetings with trade partners.
• Assist with management and coordination of activities - assuring that all parties involved in the project are in phase with the project goals and objectives.
• With guidance from the DOC, provide direction to subcontractors and vendors to ensure quality standards are met

Documentation Management

• Update and maintain the selections sheet, ensuring alignment with project specifications.
• Keep project specification sheets up-to-date and coordinate with architects and designers as needed.
• Document and manage orders, work orders, purchase orders
• Manage and coordinate punch lists and construction closeout.

Bookkeeping and Invoice Management

• Provide light bookkeeping support to code and categorize financial transactions related to construction projects.
• Assist with draw requests, helping to prepare and submit financial requests for project funding.
• Manage lien release waivers to ensure compliance with legal requirements.

Materials Procurement

• Assist with materials procurement, including sourcing, ordering, and tracking materials for construction projects.
• Collaborate with suppliers and vendors to ensure timely delivery and cost-effective procurement.
• Identify suppliers and vendors that offer bulk purchasing, and other discounted materials opportunities
• Identify labor groups that offer discounted services for non-profit mission based organizations.

Permit and Entitlements

• Assist in the process of obtaining entitlements, permits, and other necessary approvals for construction projects.
• Coordinate with regulatory agencies, as well as architects and legal teams, to secure necessary permits.

Computer Skills

• Familiarity with BuilderTrend software.

• Computer proficiency and native experience with all Microsoft Office products including Word, Excel, Outlook, PowerPoint, SharePoint.

Quality Control and KPI Measurement

• Help maintain a culture of procedural excellence through metric tracking and process improvement.
• Proactively identify, mitigate, and track recurring construction issues.
• Respond to work delays, emergencies, and other project disruptions as they emerge.
• Confer with Director of Construction to discuss and resolve matters such as work procedures, complaints, and construction problems .
• Conduct and document quality assurance and safety inspections throughout the construction process, assuring working environment is maintained at acceptable levels, and tools and equipment are in good working condition.
• Ensure a safe, clean, secure, and organized working environment through maintaining safety meetings and incident investigations.

Requirements

• Strong project management experience — ability to coordinate multiple tasks, timelines, and stakeholders across projects
• Excellent organizational skills
• High-level English proficiency (spoken and written)
• Comfortable working independently and managing multiple projects at once
• Strong attention to detail and problem-solving skills

• Ability to learn and apply construction terminology and workflows as needed

Nice to Have (Not Required):

• Experience with residential renovation or construction project coordination
• Familiarity with construction materials, tools, and general building processes
• Working knowledge of green building practices
• Understanding of safety protocols and documentation
• Experience managing vendors, subcontractors, or third-party providers

Originally posted on Himalayas