Remote Construction Virtual Assistant

Summary

Join our team as a Construction Virtual Assistant, supporting the executive team in our construction and real estate firm. The ideal candidate will have strong administrative skills, industry knowledge, and proficiency in Buildertrend software.

Requirements

• Minimum of 1-2 years of experience as an executive assistant within the construction or real estate industry
• Proficiency in Buildertrend is required
• Strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent English written and verbal communication skills. Ability to interact professionally with clients, vendors, and team members
• Superior organizational and time management skills. Ability to manage multiple tasks and projects simultaneously
• High level of accuracy and attention to detail in all aspects of work
• Strong problem-solving skills and ability to think proactively
• Ability to handle confidential information with discretion and professionalism

Responsibilities

• Utilize Buildertrend software to manage project schedules, track progress, and communicate with team members
• Assist with budgeting, invoicing, and financial reporting. Track expenses and manage financial records
• Estimate construction materials needs based on project specifications and timelines. Ensure accurate calculations and efficient resource planning
• Coordinate with suppliers to procure necessary construction materials. Manage relationships with suppliers, negotiate prices, and ensure timely delivery of materials
• Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and coordinating travel arrangements
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Prepare and edit reports, presentations, and other documents as needed
• Assist in the planning and coordination of construction and real estate projects. Ensure timely follow-up on project timelines and deliverables
• Maintain and organize project files, contracts, and other important documents. Ensure all documents are up-to-date and easily accessible
• Prepare agendas, take minutes, and distribute follow-up action items for executive meetings. Ensure executives are well-prepared for all engagements