FAQ about Hiring a Construction Administrative Assistant

construction bookkeeping, how to do bookkeeping for construction company

If you are considering hiring administrative support for your construction business, you likely have a lot of questions. What kind of tasks can they help with? Where do I even begin?

At Virtual Construction Assistants, we are here to help you find and hire quality administrative support to grow your business and get time back in your day.

Here are some frequently asked questions about hiring a virtual construction administrative assistant.

What kind of general office duties can a virtual construction administrative assistant help with?

Adding an administrative assistant to your construction company can help with various tasks — including just general office duties and management — to keep your business running smoothly.

These general tasks do not necessarily require construction-specific experience, but can include:

● Answering incoming phone calls

● Scheduling appointments and travel arrangements

● Data entry

● Ordering office supplies

When you have an initial conversation with our team, we will get a good sense of what you need help with and then set out to find a great candidate that fits your specific business needs.

What kind of construction-specific tasks can an administrative assistant help with at a construction company?

One of the unique things about our business is the ability to find both specialized and general construction administrative assistant support. If you are looking for help with special projects or construction-related tasks, a construction administrative assistant can help with:

Handling emails and correspondence: A virtual construction assistant can manage your emails, monitor messages, reply to client inquiries, and draft email responses, ensuring effective communication throughout your team and with important stakeholders.

Scheduling appointments: They can schedule meetings, appointments, and conference calls, manage your calendar, and send invitations and reminders to all involved parties, keeping everyone in sync.

Expense reports: If you need help filing, processing and organizing your expense reports, a construction administrative assistant can support these pay requests and other duties related to your expenses.

● Bookkeeping and accounting: Hiring a full-time accounting team can be unnecessary and expensive for small construction companies. But a construction administrative assistant can help with your bookkeeping and accounting to keep your financial data up-to-date.

Invoicing: Virtual construction assistants can prepare invoices, track payments, follow up with clients on outstanding balances, and maintain accurate records, ensuring that your finances are always up-to-date.

Processing payroll: They can assist in handling payroll tasks, such as collecting timesheets, calculating wages, processing deductions, initiating payments, and ensuring your employees are paid accurately and on time.

Managing inventory: Virtual construction assistants can maintain an inventory of materials, tools, and equipment used on projects, track their usage, order new supplies when required, and help manage vendor relationships to ensure a steady flow of resources for your business.

Customer service: They can manage client relationships by addressing queries, collecting feedback, resolving disputes, and offering general assistance, ensuring your clients receive an excellent level of service.

What kind of skills should a construction administrative assistant have?

As you begin searching for a great construction administrative assistant, it is important to understand the crucial skills and abilities they should exhibit. Some skills we look for when it comes to hiring great candidates for the role include:

Communication Skills

Both written and verbal communication skills are essential for working with both clients and coworkers in a remote work environment. From communicating with clients, contractors, project managers, and other construction professionals, clear communication ensures everyone is on the same page and tasks get done correctly and on deadline.

MS Office Proficiency

Being comfortable with basic computer platforms like MS Office tools is a necessary skill for almost any position that works virtually. Your construction administrative assistant should be able to use Word, Excel, and Outlook to complete everyday tasks like creating invoices, scheduling appointments, and managing documents and emails.

Project Management

Having basic project management skills as a construction administrative assistant can be a huge contribution to a construction business. Being able to coordinate multiple tasks and activities, create and adhere to timelines, and communicate and collaborate effectively with team members.

Detail Orientation

As a construction administrative assistant, you are often tasked with handling important documents such as invoices, purchase orders, contracts, and schedules. These require a high level of attention to detail to ensure nothing is overlooked and all items are accurate. It is essential to pay close attention to detail since even a minor mistake in any of these documents can have a major consequence.


The construction industry requires countless appointments, schedules and meetings to ensure everything is on track. So, having great scheduling and time management skills can help keep things organized and ensure things go smoothly.

How do I hire a construction administrative assistant?

At Virtual Construction Assistants, we offer assistance in finding the perfect virtual administrative talent for your construction team. Our services range from recruitment to onboarding, ensuring that you find the right fit for your unique business needs. If you are looking for a reliable and efficient virtual assistant, do not hesitate to contact us today and learn more about how we can help!

Can I hire a construction administrative assistant on a part-time basis?

One of the benefits of hiring a virtual construction assistant is that you can choose how much you want to work with them. Depending on your budget and requirements, you can hire them full-time, part-time, or on a temporary basis. This flexibility can help you manage your construction projects more efficiently and cost-effectively. It is a great solution for a general contractor who needs some extra help or a small business that is not ready to hire a full-time team.

Let Virtual Construction Assistants find the right administrative assistant for your construction company!

Give our team at Virtual Construction Assistants a call today to learn how we can help you hire, onboard and train the best virtual administrative assistants.

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