Virtual Assistant for Construction Companies
General contractors and builders run projects from the job site while the office work piles up: bids, subcontractor paperwork, permits, change orders and invoices. A construction virtual assistant runs that office side so projects stay on schedule and cash keeps coming in.
What your VA takes on
- Bid management: tracking bid invitations and deadlines, collecting sub quotes, organizing bid documents.
- Subcontractor paperwork: insurance certificates, W-9s, lien waivers and contract tracking.
- Permits and inspections: tracking applications and scheduling inspections as you direct.
- Scheduling: coordinating subs and deliveries and updating the project calendar.
- Invoicing and pay applications: preparing invoices and draw paperwork for your review, chasing payments.
- Client updates: weekly progress emails and photo reports from your site notes.
The bright line
A VA does not estimate, approve change orders, sign contracts or make site decisions. They organize, track and follow up; you and your project managers decide.
Tools they work in
- Construction management: Procore, Buildertrend, CoConstruct, JobTread
- Estimating and documents: your bid platforms, Google Drive, Dropbox
- Accounting: QuickBooks, Foundation, Sage
Where to start
- Subcontractor insurance and lien waiver tracking
- Bid deadline calendar
- Weekly client progress updates
- Invoice and payment follow-up
Subcontractor paperwork is the quiet risk in most small firms; handing it to a VA gets it tracked every week instead of when a payment is held up.
Signs it is time for a VA
- Bids are missed because the deadline lived in someone's inbox.
- A payment is held because a lien waiver or insurance certificate is missing.
- Clients ask for updates you never have time to write.
- Subcontractor scheduling happens by phone at night.
- Pay applications go out late and cash flow suffers.
If two or more sound like your week, the bottleneck is capacity, not effort. A dedicated VA who learns your systems fixes that without a full-time hire, and the process takes days, not months.
Virtual assistant for contractors
| Job | What your VA handles |
|---|---|
| Bidding | Bid invitations logged, plans and specs organised, bid forms prepared for your pricing |
| Subcontractors | Insurance certificates, tax forms and lien waivers collected and tracked |
| Project admin | Submittal and RFI logs kept current, change order paperwork prepared, permits tracked |
| Billing | Pay application paperwork prepared for your review, retention tracked |
Your VA works in Procore, Buildertrend, JobTread or your own system. Approvals stay with your project manager.
Data security for AEC firms
Drawings and bid documents stay in your systems. Your VA gets their own login with the access their role needs, and confidentiality and file handling are agreed with you before any access is given.
Pricing
Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) or AI Manager $2,599/mo (full-time, AI-fluent). Every plan: free shortlist of 2–3 VAs in 72 hours, $0 recruitment fee, pay only once your VA starts, month-to-month, 30-day replacement. See pricing.
FAQ
Can a VA work in Procore or Buildertrend? Yes. We match on your software and you set permissions.
Can a VA prepare estimates? A VA can organize takeoff documents and collect sub quotes. Estimating judgment and pricing stay with you.
Is this different from your home services page? Yes. Home services covers service businesses such as HVAC and cleaning. This page covers project-based builders and general contractors.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over.
Can a virtual assistant track submittals and RFIs? Yes. They keep the logs current and chase responses. Approvals stay with your project manager.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.