Shield Managers is hiring a remote Virtual Assistant / Executive Assistant to support our construction and project management operations. This full-time role will take on a range of responsibilities that are currently overwhelming our team, with a focus on organization, follow-through, and clear communication.
Core Responsibilities
Punch List & Quality Reporting — Convert onsite foreman/PM quality check notes into detailed, organized punch list reports for subcontractors, clearly outlining the work needed to complete or fix issues.
Material Ordering — Turn handwritten material lists into project-specific orders, primarily through Home Depot.
Scope of Work & Vendor Sourcing — Help build detailed scope of work documents at the start of each project. Take ownership of sourcing vendors for as many project components as possible, scheduling multiple vendors for competitive bids, and proactively finding new vendors when there are gaps.
JobTread Project Management System — Assist in building out our project management system in JobTread, an ongoing, in-progress buildout that needs more dedicated attention.
SOP Development — Help create Standard Operating Procedures to train subcontractors, reduce mistakes, and prevent confusion.
Email Management — Manage inboxes to ensure timely communication isn't missed, and handle follow-ups with slow-responding vendors (e.g., engineers). Some coordination with AI-assisted tools may be involved, but human judgment and context are needed.
Project Tracking — Review JobTread and ClickUp regularly to ensure projects are staying on track, and assist remotely wherever possible: calling, researching, and organizing.
Permitting — Submit permit applications: gather required paperwork, contracts, and signatures; fill in permit information; and handle fee payment. Schedule permit inspections and coordinate attendance with the team.
Calendar Management — Provide ongoing calendar support.
What Success Looks Like
As you settle into the role, there's room to take on additional responsibilities such as tracking subcontractor insurance and licenses, maintaining a vendor/subcontractor database, preparing weekly project status summaries for owners, tracking change orders and client sign-offs, managing a shared project document repository, and assisting with job costing data entry.
Qualifications
- Prior experience as a virtual assistant, executive assistant, or administrative coordinator, ideally supporting construction, real estate, or project-based operations
- Strong written communication skills and comfort managing multiple inboxes and vendor relationships
- Highly organized with excellent follow-through on multi-step, detail-heavy tasks
- Comfortable learning new software; experience with JobTread and/or ClickUp is a plus
- Self-starter who can work independently in a remote setting and proactively flag issues
Schedule & Location
This is a full-time, fully remote position.
How to Apply
Submit your resume and a brief note on relevant experience through Indeed.
Job Type: Full-time
Pay: $8,785.11 - $18,635.17 per month
Work Location: Remote
