Assistant Project Manager (Construction Project Coordination)

Job description

About this role

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. We are seeking an experienced Business Support Virtual Assistant to serve as an Assistant Project Manager, supporting multiple active commercial construction projects. This is a fully remote administrative and coordination role responsible for keeping project documentation, compliance records, project controls, and estimating support organized and up to date.

Responsibilities

• Manage Capital Improvement Certificates (CICs) and applicable tax-exempt documentation
• Track subcontractor Certificates of Insurance (COIs)
• Monitor COI expiration dates and proactively follow up with subcontractors
• Maintain permit logs and monitor permit expiration dates
• Collect and organize permits from subcontractors and internal teams
• Assist with bid leveling activities
• Prepare and distribute subcontractor scope sheets
• Track returned scope sheets and proposal updates
• Maintain Bid Buy Sheets and project budgets
• Assist with material takeoffs and scope verification
• Provide light estimating support as directed
• Manage Requests for Information (RFIs) within Procore
• Track and update Change Orders
• Maintain accurate project directories
• Review invoices and preliminary payment applications for accuracy
• Identify discrepancies for Project Management review
• Coordinate printing and delivery of construction documents
• Order miscellaneous project supplies, including PPE, office supplies, protection materials, and field consumables
• Coordinate document distribution for project teams
• Track and manage punch list completion
• Coordinate closeout documentation
• Assemble warranties, O&M manuals, as-built drawings, and other turnover documentation
• Maintain organized project files in OneDrive
• Ensure consistent document naming conventions
• Keep project records accurate and current
• Support overall project documentation quality

Qualifications and requirements

• Minimum of 2 years of experience in construction project coordination or project administration
• Previous experience supporting a General Contractor or commercial construction company is preferred
• Experience using Procore is strongly preferred
• Strong understanding of construction documentation and project workflows
• Experience maintaining compliance documentation such as COIs and permits
• Familiarity with estimating support, bid documentation, and material takeoffs
• Excellent written and verbal English communication skills
• Highly organized with exceptional attention to detail
• Ability to manage multiple concurrent projects and shifting priorities
• Reliable internet connection and a dedicated remote work environment
• Documentation: Microsoft Office 365