Virtual Assistant (Preconstruction Support)

Turnstone Custom Homes

7d•Remote

About The Position

Turnstone Custom Homes is seeking a highly organized, proactive, and experienced Virtual Assistant to support our Director of Preconstruction. This role is ideal for someone who has already succeeded in a remote assistant, executive assistant, project coordination, or operations support role and enjoys helping busy teams stay organized, accountable, and on track. This is a part-time remote position supporting a U.S.-based construction company. Candidates must have excellent spoken and written English, strong communication skills, and the ability to work professionally with U.S.-based team members, clients, vendors, and subcontractors. As the Virtual Assistant, Preconstruction Support, you will serve as a key coordination resource for the preconstruction department. Working closely with the Director of Preconstruction, you will help manage information flow, track commitments, organize priorities, follow up on pending items, and ensure important details do not fall through the cracks. This is not a basic administrative position. It is a structured support role that requires strong organization, persistence, initiative, and comfort keeping multiple moving pieces organized at the same time.

Requirements

Previous experience as a Virtual Assistant, Executive Assistant, Project Coordinator, Operations Assistant, or remote administrative support professional
Prior experience working remotely for a U.S.-based company is strongly preferred
Experience using AI tools such as Claude, ChatGPT, or similar platforms is preferred
Excellent spoken and written English is required
Exceptional organizational skills and strong attention to detail
Strong follow-up skills and comfort tracking multiple open items at once
Ability to communicate professionally with internal team members, clients, vendors, and subcontractors
Comfortable asking questions, clarifying priorities, and helping keep others on track
Proactive mindset with strong ownership and follow-through
Proficiency with Microsoft Office, Google Workspace, email, calendars, and cloud-based collaboration tools

Nice To Haves

Familiarity with residential construction, design-build, estimating, bidding, or construction administration is a plus, but not required
Experience with JobTread, Buildertrend, CoConstruct, Procore, Monday.com, or similar construction/project management platforms is a plus

Responsibilities

Maintain a live tracking system for commitments made to clients, subcontractors, vendors, and internal team members
Monitor outstanding requests and proactively follow up on pending items
Help keep deadlines, deliverables, and responsibilities visible and organized
Prepare daily or recurring priority summaries for the Director of Preconstruction
Assist with tracking subcontractor bid requests and outstanding responses
Follow up on pending bid information according to an established cadence
Help maintain momentum toward estimates, GMP completion, and contract execution
Organize bid-related information so it is easy for the team to review and act on
Schedule meetings and maintain calendar organization for the Director of Preconstruction
Build preparation time into schedules for client-facing and project-related meetings
Coordinate design meetings, handoff meetings, and internal follow-up activities
Help ensure meeting reminders, agendas, and preparation items are clear and organized
Review inboxes for action items, commitments, and urgent requests
Prepare daily summaries and priority lists
Draft professional communications for review as needed
Help organize communication threads so important details are easy to find and follow
Attend selected preconstruction meetings and capture detailed notes
Produce same-day action item summaries with owners and due dates
Post meeting notes and project documentation into the appropriate systems
Maintain organized records that are accessible to the broader team
Compile and distribute weekly preconstruction status updates
Track client selections, design milestones, and pending preconstruction items
Coordinate permit application tracking and submission status
Support project handoff coordination between Preconstruction and Project Management teams
Maintain accurate project-related records in JobTread or other company systems
Capture relevant information from emails, calls, texts, and meeting notes
Ensure records remain complete, current, and organized
Support ongoing process improvement and operational efficiency