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Title: Independent Contractor – CPT-11072 Construction Virtual Office Manager/Business Support VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

We are seeking a highly organized, detail-oriented, and proactive Construction Virtual Office Manager to serve as the centralized administrative support hub for a growing construction company.

This role will work directly with the Managing Principal and internal operations team to support accounting coordination, payroll administration, bid proposal logistics, compliance tracking, subcontractor communication, and system administration across multiple construction projects.
The ideal candidate should have strong administrative coordination skills, experience working within construction-related workflows, and the ability to manage multiple operational systems with accuracy and consistency.
This role acts as a key administrative bridge between project management, accounting, subcontractors, vendors, and executive leadership.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Internal Accounting & Transaction Operations (AR / AP)

Finalize and distribute progress and final client invoices within QuickBooks Online (QBO) based on invoices generated from Contractor Foreman.
Monitor Accounts Receivable aging reports and follow up on outstanding collections.
Collect certified payrolls and prepare lien waivers for subcontractors associated with invoices.
Receive, upload, and process vendor bills, subcontractor payment requests, and material purchase orders through Gusto powered by Melio and/or Ramp.
Route transactions for internal approval before final payment processing.
Collect and organize employee and field crew timesheets for payroll processing.
Input finalized payroll data into Gusto for weekly payroll runs.
Assist with certified payroll reporting for prevailing wage projects.
Track travel logs, mileage reimbursements, and employee allowance schedules.

Forecasting Liquidity & ConStrat AI Administration

Serve as the primary administrator for the ConStrat AI free cash flow module.
Conduct weekly audits to verify synchronization between QuickBooks Online, Gusto/Melio, and ConStrat AI systems.
Help maintain accurate financial forecasting data and project-related cash flow records.

Bid Proposal Logistics & Pre-Construction Support

Create and maintain customer and project records inside Contractor Foreman.
Manage bidding pipeline calendars and track incoming project opportunities.
Coordinate assembly of proposal packages, including company profiles, safety documentation, certificates, and references.
Assist estimating personnel by entering dimensional data, cost code categories, and baseline project items.
Maintain and update RFI (Request for Information) logs during bidding phases.
Coordinate communication with subcontractors and vendors for pricing requests and bid participation.
Create and maintain bid comparison sheets to support estimating and proposal review processes.

Corporate Safety Administration & Compliance

Monitor and maintain subcontractor Certificates of Insurance (COIs) and compliance documentation.
Verify insurance requirements, including General Liability, Auto, and Workers’ Compensation coverage prior to project mobilization.
Maintain centralized incident and accident logs for active projects.
Track licensing renewals, certifications, and compliance deadlines for the business.

Centralized Communications & Correspondence

Draft and distribute operational emails, project memos, and administrative communications.
Serve as the administrative point of contact for subcontractor payment processing inquiries and onboarding support.
Maintain supplier registrations and company credential information within municipal and institutional vendor portals.
Answer incoming calls, document messages, and route communications to the appropriate internal team members.

CPA Integration & Financial Documentation Support

Collect and organize invoices, receipts, vendor documentation, and transaction records for CPA processing workflows.
Review invoices and confirm alignment with appropriate construction cost codes and projects.
Support accurate project-level job costing and financial reporting organization.

Platform & System Administration

Manage user access controls and permissions across project management and client systems.
Maintain organized digital records and archive completed project documents into Google Share Drive storage.
Ensure proper document preservation and system organization across operational platforms.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

3+ years of experience in construction administration, virtual office management, accounting support, operations coordination, or executive administrative support preferred.
Strong experience with QuickBooks Online (QBO) required.
Experience using Contractor Foreman, Gusto, Melio, Ramp, or similar construction/accounting platforms is strongly preferred.
Familiarity with construction billing workflows, subcontractor coordination, payroll processing, and compliance tracking.
Strong understanding of Accounts Receivable (AR), Accounts Payable (AP), and invoice management.
Excellent organizational skills with strong attention to detail and accuracy.
Ability to manage multiple systems, deadlines, and project-related workflows simultaneously.
Strong written and verbal English communication skills.
Comfortable handling vendor, subcontractor, and client-facing communication professionally.
Ability to work independently while maintaining responsiveness and accountability.
Experience with construction project documentation, RFIs, COIs, certified payrolls, or bid coordination is a strong plus.

Work Schedule

Contracted Hours per Week: 20 Hours
Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
Daily Working Time: 10 AM - 2 PM EST

APPLICATION SOFTWARE KNOWLEDGE / REQUIRED TOOLS:

QuickBooks Online (QBO)
Gusto
Melio
Ramp
Contractor Foreman
ConStrat AI
Gmail
Google Workspace
Phone Systems
Google Sheets
Microsoft Excel
Google Drive
COI Tracking
Certified Payroll Documentation
Google Shared Drive

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

Contractors will operate under a Master Services Agreement and a Statement of Work
This is not an offer of employment; contractors are not employees of 20four7VA or any client
All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

REQUIRED SERVICE: Business Support
REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
Contracted Hours per Week: 20 hours/week
Daily Working Time: 10 AM-2 PM EST
Scheduled Working Days: Monday-Friday
REPORTING TO/POC: To Be Determined
Number of VAs: 1
GENDER PREFERENCE: None
LANGUAGES SPOKEN/PREFERENCE: English
ACCENT PREFERENCE: Level A–B (Strong English communication, professionalism, and administrative coordination required)
REGION PREFERENCES: Any

What we offer

Competitive rates
Weekly payments
Various open roles are available
Free training and upskilling
Constant support and guidance
A vibrant community always ready to support you
And more!