What are the responsibilities and job description for the Virtual Assistant position at Procontractors?
Role Summary
The Executive Assistant / Operations Coordinator is the right hand to the Owner, responsible for removing operational friction, maintaining organization, and ensuring follow-through across business and project activities. This is a remote, high-trust, high-accountability role acting as an extension of the Owner’s decision-making and execution capacity.
Key Responsibilities
Executive & Administrative Support
- Manage calendar, scheduling, reminders, and time blocking
- Draft, organize, and track emails, communications, and follow-ups
- Maintain structured digital filing systems (contracts, permits, invoices, subs)
- Prepare summaries, checklists, and action items from meetings and calls
Operations & Construction Admin
- Track permitting status, inspections, and submission deadlines
- Coordinate with Superintendent/APM on schedules, documentation, and logistics
- Assist with subcontractor onboarding, COIs, W-9s, and compliance tracking
- Organize budgets, invoices, lien releases, and payment documentation
- Support estimating, bid tracking, and procurement coordination
Owner Support & Coordination
- Act as a single point of coordination between Owner, field, vendors, and consultants
- Proactively identify gaps, delays, or missing information before they become issues
- Maintain dashboards, trackers, and simple KPIs to support decision-making
- Handle personal admin tasks as needed to protect the Owner’s focus and bandwidth