Virtual Project Coordinator / Project Manager Assistant: 3D Scanning & Digital Documentation

About us
We’re an established U.S.-based reality capture company that has been operating since 2020. We provide 3D LiDAR scanning, virtual tours, Scan-to-BIM modeling, and As-Built documentation for architects, engineers, contractors, commercial real estate, hospitality, and restoration clients nationwide. We’re a lean, fast-moving team, and we’re looking for someone to learn our project management role from the ground up and eventually run day-to-day operations on their own.

What you’ll do

Respond to new inquiries, gather project details, and complete client intake
Build quotes and proposals with our pricing tools and templates
Prepare service agreements, send them for e-signature, and track them through signing
Schedule field technicians and coordinate site access with clients and on-site contacts
Maintain our master job tracker, which covers scheduling, job status, and payments
Coordinate with third-party CAD/BIM modeling teams on deliverables and deadlines
Manage file delivery: confirm uploads, set up client portal access, and make sure clients can find their files
Track invoices, payments, and follow-ups
Keep clients informed from first contact through final delivery

What we’re looking for

2+ years in project coordination, operations, or executive/virtual assistant work, ideally for a service business
Very organized, with strong attention to detail. You’ll work with square footages, pricing, dates, and contracts every day
Clear, professional written communication with clients
Comfortable in Working Online and Remote
Able to work mostly during U.S. Central Time business hours
Takes ownership of tasks and follows up without needing reminders

Nice to have

Experience in AEC, construction, real estate, facilities, or hospitality (hotel renovation/PIP work)
Familiarity with LiDAR, Matterport, Revit, or CAD terminology (we’ll teach you)
Experience with Stripe, e-signature tools, or CRM/job-tracking systems

What we offer

Structured training directly from the senior project manager, with written SOPs
A long-term role with room to grow into running operations
Flexible remote work: part time to start with a path to full time, including additional incentives

To apply: Send your resume and a short note describing a time you managed several deadlines or clients at once. In your note, include the phrase “As-Built” so we know you read the whole post.

Inquiry and intake
Pricing and quoting, including the 30% margin floor
Proposal and service agreement
Scheduling and technician dispatch
Modeling handoff
Delivery and portal setup
Invoicing and payment tracking
Ongoing hosting and renewals