Virtual Assistant (Construction Administration)

Ever After Homes

3d•$14 - $17•Remote

About The Position

Ever After Custom Homes is a custom home builder serving Burlington, Hamilton, Oakville, Mississauga, Waterdown, and surrounding areas. We specialize in custom homes, large renovations, additions, and development projects. We are growing and looking for a highly organized Virtual Assistant to support our team, improve communication, and help keep projects, clients, and internal systems running smoothly. This role is ideal for someone who is detail-oriented, reliable, friendly, organized, and comfortable supporting a busy construction and design company remotely. The Virtual Assistant will provide day-to-day administrative support, manage client and vendor communication, maintain project documentation, update internal systems, and help the team stay organized and on schedule. The successful candidate must be comfortable working independently, managing multiple digital platforms, following up on outstanding items, and supporting a fast-moving construction team during regular business hours.

Requirements

Previous experience in administration, virtual assistance, office coordination, client care, real estate, construction, design, or a related field.
Strong written and verbal communication skills.
Comfortable using Google Workspace, Gmail, Google Calendar, spreadsheets, and cloud-based file systems.
Strong attention to detail and follow-through.
Ability to manage confidential client and business information professionally.
Reliable computer, high-speed internet connection, and a professional remote workspace.
Ability to manage tasks independently and communicate progress clearly.

Nice To Haves

Construction, renovation, design, real estate, or property management experience.
Experience with CRM systems, JobTread, QuickBooks, Canva, GoHighLevel, or project management software.
Basic bookkeeping, expense tracking, or invoice coordination experience.
Experience coordinating trades, vendors, consultants, or client appointments.
Social media, email marketing, or marketing administration experience.
Experience preparing proposals, presentations, client packages, or construction documentation.

Responsibilities

Manage inboxes, calendars, meetings, reminders, deadlines, and follow-ups.
Organize digital files, permits, drawings, quotes, invoices, contracts, and client records.
Prepare meeting notes, task lists, agendas, and internal updates.
Maintain accurate information in JobTread, Google Workspace, spreadsheets, CRM systems, and other company platforms.
Coordinate client updates, appointments, reminders, forms, and follow-up communication.
Support homeowner selections, approvals, meetings, and project documentation.
Help provide a warm, professional, and organized client experience.
Coordinate client gifts, welcome packages, milestone touches, and thank-you notes.
Maintain organized project files, selections, quotes, permits, invoices, photos, and related documentation.
Follow up with trades, vendors, consultants, and suppliers for missing information.
Track project tasks, work orders, receipts, warranty items, deficiencies, change requests, and approvals.
Keep project management systems updated with current documents, deadlines, notes, and task statuses.
Update CRM records, lead information, contact lists, and follow-up reminders.
Maintain vendor, supplier, consultant, and trade partner databases.
Assist with client packages, proposals, presentations, digital materials, and online orders.
Provide administrative support for email marketing, social media, and other promotional activities.
Organize shared drives, templates, digital forms, checklists, and internal resources.
Prepare materials for virtual meetings, client presentations, team meetings, and events.
Coordinate online orders for samples, gifts, office supplies, printed materials, and project resources.
Record meeting notes, action items, and follow-up responsibilities.