Construction Project Coordinator Virtual Assistant

Supple Homes

23h • Remote

About The Position

Supple Homes Inc. is seeking a remote Construction Project Coordinator Virtual Assistant to support our Project Managers with project coordination, documentation, scheduling, communication, and administrative follow-through. This role is designed for someone who already understands the construction industry and can work confidently with project managers, subcontractors, vendors, and internal team members. The right candidate will be highly organized, responsive, detail-oriented, and comfortable managing multiple priorities across active residential construction projects. Based in Menlo Park, California, Supple Homes is a boutique custom home builder with more than 20 years of experience delivering architect-driven luxury residences throughout Silicon Valley. Our projects typically range from $4 million to $11 million and are known for thoughtful design, quality craftsmanship, and a high level of client service. Our team is guided by three core values: Hunger to Evolve, Enjoy the Process, and No Hidden Agenda. In this position, you will work closely with our Project Managers to help keep project information organized, action items moving, and communication clear throughout each phase of construction.

Requirements

• Previous experience working in construction is required
• At least 2 years of experience in construction administration, project coordination, estimating support, or virtual assistance for a construction company
• Familiarity with construction terminology, project phases, subcontractor coordination, and common project documents
• Experience supporting Project Managers, Superintendents, Estimators, or construction executives
• Strong written and verbal English communication skills
• Excellent organizational skills and close attention to detail
• Ability to follow up consistently and keep multiple action items moving
• Comfortable communicating professionally with subcontractors, vendors, consultants, and team members
• Strong skills in Google Workspace, Microsoft Office, spreadsheets, email, and cloud-based filing systems
• Reliable internet connection and a professional remote work environment
• Ability to work independently while staying aligned with Project Managers
• Availability for regular collaboration during Pacific Time business hours

Nice To Haves

• Experience with BuilderTrend, or similar project management software is strongly preferred
• Ability to read and organize information from plans, specifications, proposals, and construction documents
• Experience supporting custom residential, luxury residential, general contracting, architecture, engineering, or real estate development projects is strongly preferred.

Responsibilities

• Provide daily administrative and coordination support to Project Managers
• Help maintain project schedules, task lists, deadlines, and follow-up items
• Update project information, notes, logs, and documentation in BuilderTrend or similar construction management software
• Assist with preparing and tracking RFIs, submittals, change orders, purchase orders, and other project documents
• Follow up with subcontractors, vendors, consultants, and internal team members regarding outstanding information and deadlines
• Help organize project files, plans, specifications, contracts, proposals, and correspondence
• Assist with meeting preparation, agendas, notes, and action-item tracking
• Support weekly project status reporting and internal progress updates
• Help track selections, approvals, material orders, delivery dates, and open decisions
• Maintain accurate contact information, project records, and communication histories
• Assist with bid collection, proposal comparisons, and subcontractor documentation
• Help monitor insurance certificates, licenses, contracts, and compliance documents
• Coordinate calendars, calls, meetings, and occasional inspections as directed
• Identify missing information or overdue items and communicate them proactively
• Support invoicing, cost tracking, and document collection as needed
• Perform other project coordination and administrative duties assigned by the Project Managers

Benefits

• Remote position
• Full-time availability preferred, with part-time candidates potentially considered
• Long-term opportunity with an established and growing U.S.-based construction company
• Opportunity to expand responsibilities as experience and performance grow
• Supportive team environment focused on organization, accountability, and continuous improvement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed