CPT-11662 Construction Project Administrative Assistant

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Title: CPT-11662 Construction Project Administrative Assistant

Independent Contractor – CPT-11662 Construction Project Administrative Assistant/Business Support VA/Any (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

An established commercial fireproofing contractor is seeking a detail-oriented Business Support VA to assist its project management team with project documentation, subcontractor compliance, billing support, reporting, and recurring administrative deadlines.
The company manages approximately 100 projects annually and works with numerous general contractors, each with different documentation requirements and construction-management systems.
The ideal candidate will bring strong administrative and project-coordination skills, excellent attention to detail, and the ability to work independently across multiple projects and processes. Direct construction experience is beneficial but not required, as the company has established workflows and will provide training.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Project Documentation & Coordination

• Maintain project records, task lists, and deadlines in ClickUp
• Organize plans, specifications, forms, and project correspondence
• Prepare, track, and follow up on project submittals
• Upload and retrieve documents through general contractor portals
• Use Bluebeam to review, markup, combine, organize, and export PDFs
• Coordinate documentation requests with project managers and general contractors
• Monitor and review incoming project-related emails and requests, which will make up a significant portion of the role, to determine their relevance, identify required actions, and route them to the appropriate person.
• Conduct preliminary research on project-related inquiries and requests, and coordinate with the estimating team when items require further review or technical input.
• Access general contractors’ Procore portals as an invited user to retrieve project information and assist with documentation and coordination requirements.
• Assist with the review and administrative processing of ASIs, change orders, and pricing requests received through general contractor portals.
• Assist with documenting established workflows, recurring procedures, and solutions to common issues as the newly created position develops.

Billing, Insurance & Compliance Support

• Assist with progress billing and draw documentation using approved records
• Prepare supporting documents and coordinate lien-waiver requests
• Request and track certificates of insurance (COIs)
• Assist with company prequalification and contractor registration requirements
• Prepare weekly Davis-Bacon/certified-payroll documentation for management review
• Compile monthly OCIP/CCIP insurance reporting information as directed
• Assist with preparing and submitting the company’s insurance documentation to general contractors and customers when required for project compliance.
• Assist with OCIP-related administrative and compliance requirements, including documentation and coordination related to payroll and billing. Training will be provided by the client.
• Assist with submitting and tracking project-related lien waivers through general contractor portals, as needed.

Project Closeout & Administrative Support

• Organize warranties, closeout packages, and required project documentation
• Track missing documents, outstanding submissions, and recurring deadlines
• Maintain accurate project files and supporting financial records
• Coordinate routine signature requests through DocuSign
• Follow up with internal staff and general contractors regarding incomplete items
• Provide regular updates on project status, completed tasks, and outstanding requirements
• Assist with organizing and providing project warranty information and other closeout documentation required by general contractors or customers.
• Help develop and document procedures and training materials for assigned responsibilities to support consistent execution and facilitate future staff onboarding and knowledge transfer.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Administrative, project coordination, or operations-support experience required\
• Strong document-management and deadline-tracking experience required
• Bluebeam or comparable PDF editing and markup experience strongly preferred
• ClickUp or comparable project-management software experience strongly preferred
• Strong Google Workspace and spreadsheet proficiency required
• Construction project administration experience preferred but not required
• Familiarity with Procore, Autodesk Construction Cloud, CMiC, or similar systems is a plus
• Construction billing, lien waivers, COIs, or contractor compliance experience is a plus
• Certified payroll or OCIP/CCIP reporting experience is a plus
• Strong attention to detail and ability to maintain confidentiality required

IDEAL CANDIDATE PROFILE

• Highly organized, accurate, and detail-oriented
• Proactive with strong follow-through across multiple projects
• Comfortable navigating different systems and client-specific procedures
• Able to work independently and solve routine administrative problems
• Strong written and professional spoken communication skills
• Resourceful and capable of adapting when instructions or processes vary
• Dependable with deadlines and confidential information
• Interested in growing into a long-term, full-time position

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• ClickUp – Preferred
• Bluebeam Revu or Comparable PDF Software – Training can be provided
• Google Workspace / Gmail
• QuickBooks Online – Familiarity Preferred; Training can be provided
• DocuSign
• Procore / Autodesk Construction Cloud / CMiC – Training can be provided
• Microsoft Excel / Google Sheets

Work Schedule

• Contracted Hours per Week: 20-30 Hours/week (Expected to increase toward 40 hours/week based on performance and workload)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 5 AM-9 AM MST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Any
• Contracted Hours per Week: 20-30 Hours/week (Expected to increase toward 40 hours/week based on performance and workload)
• Daily Working Time: 5 AM-9 AM MST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English 
• ACCENT PREFERENCE:  Level A-C (Strong Written and Professional Spoken English Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!