Construction Admin Virtual Assistant — Real Estate Development Firm

Terraform Developments is a founder-led real estate development and design-build firm working on mixed residential and commercial projects. We're looking for a sharp, organized, construction-experienced Virtual Assistant to be the operational backbone of the firm.
This is NOT a generic admin role. You will be running the back office of an active construction company — managing permits, subcontractors, COIs, pay applications, RFIs, and client communication. Construction or real estate development experience is required, not preferred.
WHAT YOU'LL OWN:

Communication & Calendar


Email triage 3x daily — sort by project, flag urgent items (permit denials, lien notices, RFI deadlines)
Screen calls from subs, inspectors, consultants, clients
Schedule site walks, OAC meetings, pre-construction meetings, inspections, design reviews
Coordinate across principal, GC, architect, consultants, and client calendars

Meetings

Prepare OAC and pre-construction meeting agendas
Take meeting minutes — decisions, RFI responses, action items, owners, due dates
Distribute minutes within 4 hours of meeting end
Follow up on open action items every 3 business days until closed

E-Signatures (Adobe Sign + SignNow)

Build and send: owner-contractor agreements, subcontracts, change orders, lien waivers, NDAs, LOIs
Track to full execution and file

CRM & Project Tracking (Contractor Foreman)

Log every client, broker, lender, consultant touch within 24 hours
Update deal pipeline stages
Maintain weekly project tracker — schedule, budget vs actual, open items, milestones

Document Management (Google Drive)

Maintain standard 9-folder project structure
File contracts, drawings, permits, RFIs, submittals, COIs, invoices, daily logs, photos
Apply firm naming convention
Manage drawing transmittals and revision logs

Subcontractor & Vendor Management

Collect W-9, COI, ACH forms before any sub starts work or gets paid (firm rule: no COI, no pay)
Verify GL $1M/$2M, Workers Comp, Auto, firm listed as Additional Insured
30-day pre-expiration reminders for renewals
Verify state contractor license status

Accounts Payable & Receivable

Receive subcontractor pay applications (AIA G702/G703), verify against schedule of values
Confirm lien waivers before processing payment
Job-cost code invoices and route for approval
Prepare owner pay applications and lender draw packages
Track aging and follow up on receivables

Permits

Build per-jurisdiction permit checklist at project kickoff
Submit applications, log application numbers and plan reviewer
Weekly portal status checks
Respond to plan review comments within 48 hours

Logs

Maintain RFI log, submittal log, change order log for every active project

Compliance & Operations

Track business license, contractor license, professional registration renewals
Insurance renewals (GL, WC, umbrella, builders risk)
1099 preparation in January
Software, license, and subscription tracking

Closeout

Collect closeout documents: as-builts, O&M manuals, warranties, final lien waivers
Coordinate punch list and final retainage release

Reporting

Submit end-of-day report by 6 PM ET daily: completed, in progress, blocked, tomorrow's priorities, escalations, wins

REQUIRED:

3+ years of admin experience supporting executives or business owners
Direct experience at a construction, real estate development, architecture, or design-build firm — non-negotiable
Familiarity with AIA pay applications, lien waivers, COIs, permit submittal processes
Fluent English, excellent written and verbal communication skills
Professional phone presence — comfortable speaking with US-based clients, subs, and inspectors
Advanced Google Workspace skills (Gmail, Drive, Calendar, Docs, Sheets)
Experience with Adobe Sign and/or SignNow
Full US business hours overlap (Eastern Time)
Stable internet, quiet professional workspace, working webcam

PREFERRED:

Familiarity with Contractor Foreman, Buildertrend, or Procore
Familiarity with QuickBooks Online
Familiarity with US municipal permit portals

HOW WE WORK:

Semi-autonomous — you own outcomes, check in on key decisions
End-of-day reports daily, weekly summaries on Friday
Direct line to the principal — no middle management
Long-term role with growth potential as we scale