Executive Assistant / Administrative Coordinator

Rust Construction

3d•Remote

About The Position

Rust Construction is a long-standing design-build remodeling company based in Alexandria, VA, serving homeowners throughout Northern Virginia and Washington, D.C. The company has served clients since the 1920s and specializes in kitchen remodels, bathroom remodels, additions, whole-home renovations, outdoor living spaces, and historic home remodeling. Rust Construction is seeking a Executive Assistant to support the production team and help keep remodeling projects organized, documented, and moving forward. This role is for someone with strong administrative, computer, writing, and communication skills.

Requirements

Fluent English, confident on the phone, and clear in writing.
1 or more years in a Virtual Assistant, Admin, Coordinator, or Customer Support role (construction or home-services experience is a plus).
Comfortable with modern tools: Google Workspace, spreadsheets, task boards, Slack/Teams, and VoIP dialers (e.g., RingCentral).
Experience with construction/project platforms (Buildertrend, CoConstruct, JobTread, or similar) is a plus, or you're a fast learner with strong tech instincts.
Detail-driven, organized, and accountable; you close loops and document decisions.
Stable internet, reliable power, and a quiet, professional workspace.

Nice To Haves

construction or home-services experience
Experience with construction/project platforms (Buildertrend, CoConstruct, JobTread, or similar) is a plus, or you're a fast learner with strong tech instincts.

Responsibilities

Place and receive client calls; confirm appointments; share updates and next steps with empathy and professionalism.
Coordinate calendars for client meetings, site visits, and vendor/subcontractor walkthroughs.
Update CRM / project trackers (e.g., Buildertrend/CoConstruct/JobTread or similar) with notes, tasks, files, and job status.
Prepare and send routine communications (emails, text templates), forms, and follow-ups.
Review estimates/invoices for accuracy (line items, quantities, materials) and flag discrepancies.
Organize digital files, photos, permits, and selections; maintain naming conventions.
Run simple reports (pipeline, tasks due, open items); escalate blockers quickly.
Support vendor/sub coordination (POs, delivery ETAs, warranty requests).
Handle ad-hoc administrative tasks that keep the team focused and projects on track.