Virtual assistants for
Virtual Assistants for Contractors and Construction Companies
Less admin. More of the work that pays.
A construction virtual assistant runs the office side of a contracting business: bid and proposal packaging from your numbers, subcontractor and supplier coordination, permit and inspection tracking, client updates, change-order paperwork, invoicing and AR follow-up, and project management software administration in tools like Buildertrend, Procore, JobTread, and CoConstruct. Estimating judgment and site work stay with your team.
Contractors do not lose jobs in the field; they lose them in the office, to unreturned calls, late proposals, and paperwork that piles up after dark. Our construction VAs run the office from inside your project management and accounting software, so your project managers manage projects and your estimators estimate.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Updated
The VA Hub PRO model
We work inside the tools you already use
Not on the list? We learn it. Your VA is trained on your specific setup during onboarding.
What we actually do
What our construction VAs handle
Bid and proposal packaging
Proposals assembled from your estimator's numbers and templates, sent, and followed up.
Subcontractor coordination
Schedules confirmed, insurance certificates and documents collected, changes communicated.
Permit and inspection tracking
Applications submitted from your paperwork, inspections scheduled, statuses tracked.
Client updates
Weekly progress updates and selection reminders in your voice, questions routed to the PM.
Change orders
Paperwork prepared from the PM's notes, sent for signature, logged against the job.
Invoicing and AR
Progress invoices sent from your schedule of values, payment follow-up run consistently.
Project software admin
Buildertrend, Procore, JobTread, or CoConstruct kept current: schedules, logs, documents.
Lead intake
Inbound inquiries answered fast, qualified against your criteria, estimates booked.
The office your field team deserves
Most contracting companies run a seven-figure operation on the owner's phone and a truck-seat filing system. A VA gives the business an office that answers, follows up, and keeps records without adding a desk, a salary, and a benefits line. Field decisions stay in the field; everything that can be done from a keyboard moves to the VA.
Software we work in
Your VA works inside the project, accounting, and field-service software you already run.
- Project management: Buildertrend, Procore, JobTread, CoConstruct, Contractor Foreman
- Estimating support: your estimating software's output, packaged into proposals from your templates
- Accounting and invoicing: QuickBooks, Sage, your PM software's billing module
- Field service and scheduling for service divisions: Housecall Pro, Jobber, ServiceTitan
Your first 30 days
- Week 1: software access under your permissions; proposal templates, sub list, permit process, and escalation rules documented
- Week 2: your VA runs lead intake, proposal packaging, and sub coordination live, with the PM reviewing
- Weeks 3 and 4: permit tracking, client updates, and invoicing added; the weekly office report starts
Where the line is
A construction VA does not estimate, price, or make scope decisions; they package your numbers. They do not supervise sites, direct subs on technical matters, or sign contracts. Licensing, safety, and anything requiring a judgment call on the work stays with your licensed and field staff.
Contractors and construction companies
Is this you?
Here is what you get.
Who this service is for
- Owner-operators doing proposals and invoices after 9 p.m.
- General contractors whose project managers spend half their week on paperwork
- Remodelers losing leads to slow follow-up
- Companies on Buildertrend or JobTread using a fraction of it
What is included
- A construction-office-trained VA in your software and processes
- Proposal, sub-coordination, and permit SOPs documented for your company
- Project management software kept current
- Weekly reporting on bids out, permits pending, AR, and open leads
- Management and fast replacement by VA Hub PRO
Meet your operator
One accountable operator, backed by our team.
You are not renting hours. You are handing off a result to an assistant who owns it, trained before day one, working inside your software, and managed by VA Hub PRO so you never manage a freelancer again.
Vetted and background checked
Trained on AI tools and GoHighLevel before day one
Managed and quality-reviewed by VA Hub PRO
Replaced fast at no extra cost if it is not a fit
Every operator is
- Background checked and under confidentiality agreement
- Trained on AI tools and GoHighLevel before day one
- Fluent English, clear in writing and on the phone
- One accountable operator, backed by the VA Hub PRO team
- Managed and quality-reviewed, replaced fast if it is not a fit
Simple, managed pricing
Flat monthly plans, not per-task billing. Every plan includes vetting, training, day-to-day management, and fast replacement at no extra cost.
Part-time
$1,200/mo
20 hours per week
Full-time
$2,000/mo
40 hours per week
Managed by VA Hub PRO. Fast replacement at no extra cost.
Frequently asked questions
What does a construction virtual assistant do?
A construction virtual assistant handles bid and proposal packaging, subcontractor coordination, permit and inspection tracking, client updates, change-order paperwork, invoicing and AR, lead intake, and project software admin in Buildertrend, Procore, JobTread, or CoConstruct. Estimating and site decisions stay with your team.
Can a VA do estimating?
No, and we do not pretend otherwise. Estimating requires judgment about your work and your costs. A VA packages your estimator's numbers into a professional proposal, sends it, tracks it, and follows up so bids stop dying in your inbox.
Can they coordinate our subcontractors?
Yes: confirming schedules, collecting insurance certificates and W-9s, chasing lien waivers and documents, communicating changes, and keeping your sub list current. Technical direction on site stays with your PM or superintendent.
Do your VAs know Buildertrend and Procore?
Buildertrend, Procore, JobTread, CoConstruct, and Contractor Foreman are the most common project platforms our construction VAs work in, with QuickBooks or Sage for invoicing. Your VA learns your setup and templates during onboarding.
Can they handle permits and inspections?
They can submit applications from your prepared paperwork, schedule inspections, and track statuses and expirations across jurisdictions, so nothing stalls a job because a permit sat in a drawer. Signing as the licensed contractor stays with you.
Can the VA answer our phones and book estimates?
Yes, during business hours: inbound inquiries answered in your company's name, qualified against your criteria, and estimates booked on your calendar, with the details logged in your software. After-hours calls follow your existing routing.
Will this work for a service division as well as projects?
Yes. Service divisions on Housecall Pro, Jobber, or ServiceTitan get dispatch-board and customer-communication support; project divisions get proposals, subs, permits, and progress billing. Many contractors run both through one VA.
How much does a construction VA cost?
There are two plans. Part-time support is $1,200 per month (20 hours per week) and full-time is $2,000 per month (40 hours per week). Because the service is fully managed, that price also covers vetting, training, day-to-day supervision, and a free replacement if things are not working out.
Ready to hand this off?
Book a discovery call. We will map what you should delegate, what should be automated, and what it costs. No pitch you did not ask for.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Discovery call this week. Your operator usually starts within about a week after.