Construction Admin VA

Job Summary: We're keen to find a highly organized and proactive Executive Assistant to support the day-to-day operations of a growing construction business. This role centers on managing calendars, sorting and organizing incoming communications, tracking proposals and bids, and keeping projects structured within our project management system. The right candidate is detail-oriented, systems-minded, and comfortable helping build and refine workflows as the business scales.

Key Responsibilities:

• Manage and maintain calendars, including scheduling and coordinating travel to avoid conflicts
• Sort through incoming emails and route information to the correct place (project system, calendar, etc.)
• Track upcoming proposals, bids, and potential project opportunities
• Keep an eye on pay applications and invoices, including sending reminders on payment timelines (e.g., net 30 follow-ups)
• Enter project data such as proposals and schedules of values (SOV) into the project management system
• Organize and structure project information so completed work can be pulled by month or phase
• Maintain a dedicated task calendar and keep daily priorities visible and up to date
• Assist with bookkeeping tasks, including reconciling and merging financial records
• Support the transition and integration of accounting data between platforms

Mandatory Skills:

• Experience as an executive or administrative assistant
• Strong calendar and email management skills
• Familiarity with accounting/bookkeeping software (Xero and/or QuickBooks)
• Experience with project management tools
• Strong organizational skills with the ability to structure and track information
• Reliable, detail-oriented, and able to work independently
• Strong communication skills

Preferred Skills:

• Experience with Contractor Foreman or similar construction management software
• Background supporting construction, contracting, or trades businesses
• Experience with accounting migrations or merging data between platforms (e.g., QuickBooks to Xero)
• Familiarity with construction workflows such as proposals, bid packages, change orders, and SOVs
• Able to manage multiple projects and priorities at once

Why Join Us: This is a great chance to become a key partner in a fast-growing business, working closely with the owner to build systems and processes from the ground up. You'll enjoy schedule flexibility and the chance to grow your responsibilities over time as the company expands. If you're organized, dependable, and excited to grow alongside a business, we'd love to work with you.