About the role
URGENT HIRING: Construction Virtual Assistant / Project Coordinator
We are looking for an experienced, organized, and proactive Virtual Assistant to support the owner and team of a Canadian structural steel fabrication and installation company.
This role combines project coordination, executive administration, and accounting support. You should be comfortable following up with people, managing deadlines, and keeping multiple projects organized.
Key Responsibilities:
Manage emails, flag urgent matters, draft replies, and prepare daily summaries.
Maintain project schedules and milestone trackers using Microsoft Project.
Collect progress updates and coordinate follow-ups with drafting, engineering, suppliers, installers, and internal staff.
Track outstanding invoices, follow up on payments by phone and email, and record payment commitments.
Enter supplier bills into QuickBooks, organize supporting documents, and assist with monthly billing preparation.
Track contract extras and follow up on outstanding paperwork, approvals, and billing.
Maintain material-order records, compare delivery documentation against orders, and flag discrepancies.
Organize project documents and drawing revisions.
Assist with tender tracking, quotation follow-ups, and general contractor research.
What We're Looking For:
Relevant experience as a construction VA, project administrator, project coordinator, or operations assistant.
Hands-on Microsoft Project experience strongly preferred.
Practical QuickBooks experience, particularly bill entry and accounting administration.
Construction, fabrication, engineering, or similar project-based industry experience is helpful but not required.
Strong written and spoken English, including confidence in making professional follow-up calls.
Excellent organization, attention to detail, and consistent follow-through.
Ability to work independently, identify issues, and communicate when decisions are needed.
Availability during agreed Ontario business hours.
Reliable internet, a suitable computer, and a quiet workspace for calls.
How to Apply:
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