Virtual Assistant (Preconstruction)

Turnstone Custom Homes•Sussex County, DE

16h•Remote

About The Position

Turnstone Custom Homes is a well-established design-build firm specializing in custom residences and renovations throughout Sussex County, Delaware. For over two decades, we've built a reputation for delivering exceptional homes through craftsmanship, transparency, and strong client relationships. We're seeking a highly organized and proactive Virtual Assistant to support our Director of Preconstruction. This role is ideal for someone who thrives on keeping projects moving, tracking details, and ensuring nothing falls through the cracks. If you enjoy managing multiple priorities, coordinating communication, and helping teams stay organized, this is an opportunity to play a critical role in our success. As the Virtual Assistant, Preconstruction, you will serve as the operational backbone of the preconstruction department. Working closely with the Director of Preconstruction, you'll manage information flow, track commitments, coordinate schedules, and ensure critical tasks remain on track across multiple active projects. This is not a general administrative position--it is a highly structured coordination role requiring initiative, persistence, and exceptional organizational skills.

Requirements

Previous experience in a Virtual Assistant, Project Coordinator, Executive Assistant, or Operations Support role
Exceptional organizational skills and attention to detail
Strong written and verbal communication abilities
Proven ability to manage multiple priorities simultaneously
Comfortable following up with clients, subcontractors, and vendors
Proactive mindset with strong ownership and follow-through
Proficiency with Microsoft Office and cloud-based collaboration tools

Nice To Haves

Experience with JobTread is highly preferred
Familiarity with residential construction, design-build, or construction administration is a plus
Experience using AI tools such as Claude or similar platforms is preferred

Responsibilities

Maintain a live tracking system for commitments made to clients, subcontractors, vendors, and team members
Monitor outstanding requests and proactively follow up on pending items
Ensure deadlines, deliverables, and responsibilities remain visible and accountable
Coordinate with internal team members to track and obtain subcontractor bids
Manage follow-up cadence on outstanding bid requests
Help maintain momentum toward GMP completion and contract execution
Schedule meetings and maintain calendar organization for the Director of Preconstruction
Build preparation time into schedules for client-facing meetings
Coordinate design meetings, handoff meetings, and project-related scheduling activities
Review inboxes for action items, commitments, and urgent requests
Prepare daily summaries and priority lists
Draft communications for review as needed
Attend preconstruction meetings and capture detailed notes
Produce same-day action item summaries including owners and due dates
Post meeting notes and project documentation into JobTread
Maintain organized records accessible to the broader team
Compile and distribute weekly Preconstruction status reports
Track client selections and design milestones across active projects
Coordinate permit application tracking and submission status
Support project handoff coordination between Preconstruction and Project Management teams
Maintain accurate timesheet entries in JobTread
Capture project-related information from emails, calls, and text communications
Ensure project records remain complete, current, and organized
Support ongoing process improvement and operational efficiency