Operating any successful business can be a big challenge, but the construction industry in particular, is an incredibly competitive and difficult industry to stay afloat. With documents, budgets, permits, schedules, resources, and so much more to manage, it can be easy to feel like you’re drawing in administrative work before you even break ground on a new project, but that’s where a construction admin assistant can help.
Construction admin assistants can play a huge role in helping make a construction business more efficient, effective, and successful by freeing up time and performing a wide variety of administrative tasks that might otherwise bog down a business.
This, along with plenty of other reasons, has made demand for these types of assistants skyrocket in recent years. However, it will take a lot more than simply making a new hire to turn your construction business into a success.
If you want to get the most out of your construction admin assistant, you’ll need to know exactly what they can do and how you can use them to ensure your business stays profitable for years to come. So, if you’re thinking about hiring a construction admin assistant, here are some of the top responsibilities you may be able to trust to the newest member of your team.
Scheduling and Timeline Management
Anyone who has worked in the construction industry understands just how many moving pieces are involved, which makes managing schedules and deadlines an essential part of any project’s success.
The good news is that construction admin assistants excel at this type of work. From managing the schedules of different teams and workers to setting up meetings and keeping track of deadlines, construction admin assistants can play a big role in ensuring everyone is where they should be when they’re needed.
Data Entry and Documents Management
Large construction projects require a lot of documentation and careful data tracking that can easily overwhelm a management team, causing them to spend less time on the more important aspects of the business.
As their name suggests, construction admin assistants specialize in doing all sorts of administrative work just like this, allowing you to worry less about all that tedious paperwork so that you can focus on the more important things.
Invoicing and Payment Tracking
Another one of the main duties of a construction assistant involves keeping track of invoicing and payments. Whether it’s sending invoices to clients, tracking payments to suppliers, or ensuring that your subcontractors are paid on time, if you’re not careful, it can be incredibly easy to get bogged down with it all. However, with a good construction admin assistant on your side, you’ll never have to worry about your cash flowing in the right direction again.
Budget Monitoring
Completing a project on time is one thing, but doing so without going over budget is something else entirely. Being able to complete projects without going over budget is the only way that your construction business can be profitable, and construction admin assistants play a crucial part in this.
From tracking budget allotments and expenditures to providing accurate financial reports that keep managers and their teams well-informed throughout the entire project, construction admin assistants help you ensure that money is being spent efficiently and effectively.
Submittal and RFI Management
While managing the flow of money is undoubtedly a key responsibility of the construction admin assistant, they are also responsible for managing the flow of information, which is easily just as important. Information needs to constantly be flowing in multiple directions, and whether it’s responding to or sending RFIs to suppliers or recording that information into an accurate database, all of this helps a construction business run more smoothly and efficiently.
Resource Allocation
One of the most significant challenges that comes with completing construction projects on time is working with the limited resources you have. Whether it’s labor, materials, or specialized equipment, all of these essential resources need to be in the right place at the right time to ensure that projects progress in a timely manner, and construction admin assistants are responsible for doing just that.
Supplier and Subcontractor Communication
Construction admin assistants are also responsible for maintaining clear and open communication between your team and the suppliers and contractors you’re working with on the job. Communication is key to the success of any project, and your construction assistant can ensure that information is flowing freely to all the right people at the right time.
Client Communication
While keeping open communication between you and your suppliers and contractors is important, a construction admin assistant’s duties don’t just end there. It’s also crucial that you maintain communication with your clients so that you can better understand their wants and needs and keep them updated through every step of the construction process, making this yet another essential construction assistant responsibility.
Marketing and Lead Generation
Construction admin assistants are also often responsible for performing general marketing tasks and generating leads. Marketing is an essential part of any business and construction assistants can take care of everything from social media management to designing email marketing campaigns, writing weekly newsletters, and many more.
Contact Virtual Construction Assistants Today
Are you looking for a reliable virtual construction administrative assistant to help you with your construction business? Give Virtual Construction Assistants a call. Their team will take the time to get to know you, your company, and your needs and will help you find a construction admin assistant who has all the skills necessary to help you streamline your business processes and increase overall efficiency.
Operating a business can be challenging, but with the right construction admin assistant on your side, you’ll be able to worry less and more effectively achieve your goals. So, don’t stress about all that tedious admin work any longer. Call Virtual Construction Assistants and get the construction admin assistant you need to make your business thrive today!