Virtual Assistant for Engineering Firms
Engineers and architects bill for judgement, yet a large share of the week goes to work that is not engineering: proposal packages, project logs, meeting minutes, timesheet chasing, invoicing and keeping document sets in order.
A virtual assistant for engineering firms is a dedicated remote team member who runs that project and office admin, so licensed staff spend more of their hours on billable design and review work.
What your VA takes on
- Proposals and RFPs: tracking opportunities, assembling proposal packages from your templates, resumes and project sheets.
- Project admin: meeting scheduling and minutes, action logs, RFI and submittal logs kept current.
- Document control: file naming, transmittals, version tracking and the drawing register, inside your file system.
- Timesheets and invoicing: chasing timesheets, preparing invoices against contract terms for your project managers.
- Client and consultant coordination: scheduling, updates and document requests.
- Office admin: licence and certification renewals, insurance certificates, CPD tracking.
A typical week
- Monday: timesheet reminders, project meeting schedule.
- Tuesday: RFI and submittal log updates, transmittals.
- Wednesday: proposal packages in progress.
- Thursday: invoicing round for project managers.
- Friday: document register check and weekly project status summary.
Tools they work in
- Project and accounting: Deltek Vantagepoint or Ajera, BQE Core, Monograph
- Documents: SharePoint, Google Drive, Bluebeam for markups you prepare
- Construction admin: Procore or the platform your projects use
The bright line
Your VA does no engineering or design work and never seals, signs or approves anything. Technical content in proposals and RFIs comes from your engineers; the VA formats, logs and tracks it.
Signs it is time
- Proposals are assembled at the last minute by your engineers.
- Timesheets are late every week, so invoices are too.
- Nobody owns the RFI and submittal logs.
- Senior staff spend hours on scheduling and minutes.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Small firms usually start on Essentials; firms with several active projects need a full-time Executive plan.
Your first 30 days
- Week one: file conventions and templates.
- Week two: meeting admin and logs.
- Week three: timesheets and invoicing.
- Week four: proposal support.
Related
- Virtual assistant for construction
- Interior designer virtual assistant
- Virtual administrative assistant
- All industries we support
FAQ
Can a VA do CAD drafting? Not on these plans. Our VAs handle project and office admin; drafting needs a technical specialist.
Do they work in Deltek or BQE Core? Yes, with the access you set.
Can they help with RFPs? Yes: tracking, assembling and formatting from your content.
Is this for architects too? Yes. The admin is very similar.
How do we protect project files? Your VA works inside your systems with the permissions you assign.
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 so you do not start from zero.
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.