Assistant Project Manager

Assistant Project Manager – Construction (Buildertrend + QuickBooks Online)

Job Type: Hourly / Part-time to Full-time (Ongoing)
Location: Remote (Must be available during Eastern Time business hours)
Experience Level: Intermediate to Expert

About the Role

We are a growing custom home construction and remodeling company seeking a highly organized Assistant Project Manager who can immediately contribute to system setup, multi-project scheduling, and day-to-day operational support.

This is not a purely administrative role. You will help design, implement, and maintain robust project management systems while also handling core virtual assistant responsibilities. The ideal candidate is someone who thrives in a construction environment, understands how projects actually move from pre-construction through closeout, and can keep multiple jobs organized without constant oversight.

Key Responsibilities

Project Systems & Scheduling

• Build and maintain comprehensive project schedules and templates in Buildertrend
• Set up and refine workflows, task lists, phase templates, and document organization across multiple concurrent projects
• Create and update Gantt-style schedules (GanttPro experience is a strong plus)
• Help establish standardized processes for scheduling, change orders, selections, and punch lists
• Monitor project timelines and flag potential delays or resource conflicts early

Financial & Administrative Support (QuickBooks Online)

• Assist with job costing setup, vendor bill entry, and basic reconciliation support in QuickBooks Online
• Help maintain accurate job-related financial data and coordinate with the bookkeeping side of the business
• Support invoice tracking and basic accounts payable processes related to subcontractors and suppliers

Coordination & Virtual Assistant Duties

• Manage and organize project-related email communication
• Coordinate with subcontractors and suppliers (scheduling, follow-ups, confirmations, document requests)
• Schedule appointments, site meetings, inspections, and material deliveries
• Maintain clear communication logs and ensure key stakeholders stay informed
• Perform other light administrative tasks that keep projects and the team moving efficiently

Required Qualifications

• Proven, extensive hands-on experience with Buildertrend (this is non-negotiable — please detail your experience in your proposal)
• Working knowledge of QuickBooks Online, particularly as it relates to construction job costing or vendor management
• Strong ability to manage multiple projects simultaneously and keep systems organized
• Excellent written communication skills and professional phone/email etiquette
• High attention to detail and the ability to create clean, usable systems rather than just “keeping up”
• Reliable internet connection and availability during core Eastern Time hours

Preferred Qualifications

• Experience with GanttPro or similar advanced scheduling tools
• Prior experience in residential construction, remodeling, or general contracting
• Familiarity with construction terminology, typical project phases, and subcontractor coordination
• Experience setting up or refining SOPs and project templates from scratch

What Success Looks Like

Within the first 30–60 days you will have helped establish cleaner, more consistent project setups in Buildertrend, improved visibility into schedules across jobs, and taken meaningful administrative load off the owner so projects move more smoothly.

How to Apply

Please submit a proposal that includes:
1. A brief overview of your Buildertrend experience (specific features you’ve used and how long you’ve worked in the platform)
2. Your experience with QuickBooks Online in a construction or project-based environment
3. Any relevant experience with GanttPro or similar tools
4. Your general availability and preferred hourly rate
5. A short note on why this type of multi-project systems + coordination role appeals to you

Candidates who simply list software names without demonstrating real experience will not be considered. We value clear, specific proposals.

Looking forward to working with someone who can help bring strong systems and reliable follow-through to our projects.