Construction Operations, Administrative Assistant

Job not on LinkedIn

🔥 0 minutes ago

🌏 Anywhere in the World

⏱ Part Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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20four7VA

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2010

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

20four7VA is a dedicated virtual assistant services company that provides customizable remote staffing solutions for businesses of all sizes. They offer a wide range of virtual assistant services, including administrative, business support, marketing, and technical assistance, helping clients to achieve efficiency and reduce overhead costs. With a robust team of skilled VAs, 20four7VA ensures that clients can focus on growing their business while their various needs are met by qualified professionals.

📋 Description

• Monitor a dedicated company email address for invoices, receipts, COIs, and vendor documentation • Review, organize, and route incoming documents and invoices • Apply correct project and cost codes and flag items requiring client approval • Maintain organized digital files and project documentation • Request and track Certificates of Insurance, W-9s, Workers’ Compensation documentation, and other subcontractor records • Monitor expiration dates and follow up on outstanding compliance requirements • Assist with utility service requests, permit applications, and related documentation • Track permit approvals, inspections, and project closeout requirements • Assist with construction takeoffs, quantity calculations, estimates, proposals, and bid preparation • Solicit and organize subcontractor and vendor pricing and proposals • Place material and product orders with approved vendors • Confirm pricing, availability, deliveries, and follow up on delayed orders • Review and update project schedules in Monday.com • Track milestones, inspections, deliveries, and project tasks • Distribute plan sets and project information to subcontractors • Maintain job-open checklists, designer selections, project folders, and procurement records • Communicate with clients and teams through Gmail and Slack • Use ChatGPT, Claude, and other approved AI tools to summarize information, prepare drafts, and streamline workflows • Provide recurring operational and administrative support under defined scopes of work

🎯 Requirements

• Previous administrative, operations, or project coordination experience required • Construction industry experience strongly preferred • Experience supporting contractors, builders, subcontractors, or construction projects preferred • Experience with construction documentation and project coordination preferred • Estimating, takeoff, bid coordination, or procurement experience is a strong plus • Familiarity with subcontractor compliance documentation is a plus • Strong spreadsheet, file-management, and organizational skills required • Strong written and verbal English communication • Comfortable learning company-specific construction processes and terminology • Experience using ChatGPT, Claude, or similar AI tools preferred • Highly organized and process-oriented • Strong attention to detail • Comfortable managing multiple construction projects and deadlines • Proactive with follow-up and identifying missing information • Able to work independently within established processes • Comfortable communicating with subcontractors, vendors, and internal team members • Strong problem-solving and organizational ability • Comfortable using AI tools to improve efficiency • Interested in becoming a long-term operational support resource • Proficiency with Monday.com • Proficiency with Gmail / Google Workspace • Proficiency with Google Drive • Familiarity with QuickBooks preferred • Proficiency with Slack • Proficiency with ChatGPT • Proficiency with Claude AI • Strong spoken and written English required • Availability Monday through Friday, approximately 8:00/9:00 AM–1:00 PM CST

🏖️ Benefits

• 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 • Flexible daily working time • Remote work • Part-time schedule of 10–20 hours per week