Construction Project Management 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 hiring a Project Management VA to run the day-to-day project administration for 1-3 active construction projects at a time.

This is a project execution role, not general admin. You will own the project documentation, schedule tracking, sub coordination, RFI/submittal workflows, and budget tracking that keep our projects moving. Construction project management experience is required.

WHAT YOU'LL OWN:

Project Setup
Build project shell in Contractor Foreman at kickoff: schedule of values, cost codes, contacts, schedule
Set up Drive folder structure
Build permit checklist by jurisdiction
Create RFI, submittal, and change order log templates

Schedule Management
Maintain master project schedule in Contractor Foreman (or MS Project / Gantt)
Weekly schedule updates — actual vs baseline, critical path, delays, recovery actions
Coordinate lookahead schedules 3-week and 6-week) with subs
Send weekly schedule updates to owner, lender, and team

RFI Management
Log every RFI: number, date, question, ball-in-court, due date
Route to architect/engineer/consultant
Chase overdue responses every 2 business days
Distribute responses to affected subs
Maintain RFI log with response times for closeout

Submittal Management
Build submittal register from project specs at kickoff
Track each submittal: spec section, item, sub, sent date, status, approval
Chase consultants for overdue reviews
Distribute approved submittals to field
Flag long-lead items at risk of impacting schedule

Change Order Management
Log all PCOs (potential change orders) with cost and schedule impact
Coordinate pricing from subs
Prepare CO documents for principal review
Route through approval chain to executed CO
Update budget and schedule on approval

Daily Logs & Field Reports
Compile daily logs from superintendent input: weather, manpower, deliveries, work performed, delays
Maintain photo log with date, project, location, description
Flag i ---------- , near-misses, safety concerns immediately

Subcontractor Coordination
Coordinate sub schedules and pre-task meetings
Distribute drawings, RFIs, submittals, and field directives
Track sub deliverables and chase overdue items
Maintain sub contact list and emergency contacts

Budget Tracking
Maintain project budget in Contractor Foreman or Excel
Track committed costs, actual costs, projected final costs by cost code
Weekly budget vs actual report
Flag cost overruns and budget risks to principal immediately
Coordinate with bookkeeper on job costing

Pay Applications & Draws
Review subcontractor pay apps (AIA G702/G703) against schedule of values and field-verified work
Verify lien waivers received
Coordinate with admin on AP processing
Prepare owner pay applications and lender draw packages with photo backup
Track retainage by sub

Inspections & Permits
Schedule required inspections based on permit milestones
Coordinate with field on inspection readiness
Log inspection results and corrections
Track permit conditions and ensure compliance

OAC Meetings
Schedule weekly OAC meetings (Owner-Architect-Contractor)
Prepare agenda: schedule, budget, RFIs, submittals, change orders, action items
Take minutes and distribute within 4 hours
Follow up on action items every 3 business days

Closeout
Track punch list completion by sub
Collect closeout documents: as-builts, O&M manuals, warranties, final lien waivers, attic stock
Coordinate certificate of occupancy
Final retainage release
Archive project file

Reporting
Weekly project status report to principal: schedule, budget, RFIs/submittals open, change orders, risks, milestones
End-of-day summary by 6 PM ET

REQUIRED:
3+ years construction project management or PM assistant experience
Direct experience with RFI/submittal management, change orders, AIA pay applications, lien waivers
Ability to read construction drawings and specifications
Familiarity with construction scheduling (Gantt, critical path, lookahead schedules)
Fluent English, excellent written and verbal communication
Professional phone presence
Advanced Google Workspace + Excel skills
Full US business hours overlap (Eastern Time)
Stable internet, quiet professional workspace, working webcam

PREFERRED:
Direct experience with Contractor Foreman, Buildertrend, or Procore
Familiarity with Bluebeam for drawing markup
Familiarity with MS Project, Smartsheet, or Primavera
Experience on both residential and commercial projects
PMP, CCM, or related certification

HOW WE WORK:
Semi-autonomous — you own project outcomes
Weekly project status reports + daily EOD summaries
Direct line to the principal — no middle management
Long-term role with growth potential as we scale