Virtual Assistant For Construction Company

It is natural for construction executives to feel overwhelmed by work pressure in the construction industry. The burnout score of more than 80 out of 100 employees puts extra pressure on businesses, which can no longer focus on expanding business. This is where the necessity of hiring a construction virtual assistant rises.

You are in the construction industry and are well aware of the facts. But have you ever tried to know how your competitors are handling the same situation? They are simply outsourcing virtual construction assistants with double the profit. Virtual helpers need neither extra office space nor money, yet they can handle more responsibility than on-site employees.

This strategy of hiring a VA can be your key to success. So, without any delay, let’s discuss what a construction VA is, why you should hire one, and the duties you can delegate to them.

What is a Construction Virtual Assistant?

A construction virtual assistant works for construction executives and helps them minimize their workload so they can provide the best service to their clients and grow their businesses.

The construction industry is one of those where there is always an employee shortage. Since you are in the industry, you know how doing administrative tasks may seem simple but take a lot of time. Also, there are thousands of jobs like scheduling, ensuring adequate supply and safety, actualizing blueprints, and procuring. A virtual assistant for a successful construction company will do all of it and more.

These remote professionals work from a virtual platform and are well known how to best utilize digital tech for a seamless workflow.

Why Should You Hire A Virtual Construction Assistant?

The first reason you should work with a virtual construction assistant is that you can delegate many tasks to them. These can be administrative work or document management. Being your remote assistant, they will handle all the tasks that need your attention less.

Now, you can have more time to grow your construction business, attract more warm contractors, and generate more leads. Some experienced construction VAs also help with lead generation.

You can also screen the best assistants who deeply understand the construction industry. For example, a VA who knows about zoning can help prevent unnecessary stalling of the building process. You can get the expertise based on your business needs.

Again, these VAs easily adjust to fluctuating workloads, scaling up or down as project demands change. This is not possible with on-site workers. So, working with a virtual assistant construction is your best option, and you have no choice.

What Services Can A Construction Virtual Assistant Do For You?

The construction industry is about more than just project bids! There are thousands of other works that seem simple but take a lot of time.

For instance, regular data entry, information updates is easy to do but at least take 2 or 3 hours everyday. Do you have that time? Let’s see now what type of work your construction VA can do for you.

Construction Administrative Assistant

Administrative support takes a lot of time, whereas a virtual construction administrative assistant gives you every entry-level construction assistant.

• Schedule and coordinate project meetings.
• Coordinate excellent communication between project stakeholders.
• Coordinate contractors & subcontractor schedules.
• Organize and store project documentation digitally.
• Compile compliance submissions for regulatory review.
• Note down HVAC for mechanical compliance.
• Handle procurement and ordering of materials.
• Handle construction change orders to adjust contract terms.
• Appoint excavation contractors.
• Coordinate project tasks and workforce.
• Track construction projects & deliverables.
• Facilitate project handover and close-out procedures.
• Manage construction submittal processes.
• Track construction labor hours to resource management.
• Use Gantt charts for strategic planning.
• Enforce local building codes and construction standards.
• Document control for construction project documentation integrity.

Customer Support Representative

Your clients and customers have many inquiries, and you do not have time to answer all of them. A virtual construction assistant can be your customer support representative remotely.

• Support budget-conscious, & schedule-focused commercial & domestic client needs.
• Cold call with subcontractors & construction leads.
• Answer and route incoming calls from clients and vendors.
• Respond to customer inquiries and complaints remotely.
• Update project status and timelines.
• Educate clients on maintenance and care post-construction.
• Assist clients with construction-related issues.
• Handle warranty service requests and follow-ups.
• Collect feedback from clients post-project completion.
• Update customer records in the CRM system.
• Facilitate communication between clients and technical staff.
• Monitor customer satisfaction metrics.

Receptionist Support

Nowadays, companies have taken their reception desk to virtual platforms, so what can be a better option than a virtual reception? Hiring a remote receptionist will help you the same as on-site receptions with more round-the-clock flexibility.

• Greeting visitors and contractors when they call.
• Answer and route incoming calls to the correct departments, such as construction consultants, construction, or project managers.
• Maintain a tidy and organized reception area.
• Remind the owner about the Addendum.
• Data entry includes building material usage, labor hours, safety incidents with their frequency, equipment data, maintenance records, etc.
• Use copy paste data entry to save time.
• Management responsibilities include managing files, emails, general office, & customer database.
• Manage calendar for conference rooms and other facilities.

Business Support

The small to medium construction sector needs business support for growth and revenue generation. With the help of expert virtual construction services, your dream of doubling your profit can come true. Their support includes several back-office tasks,

• Prepare and review business reports and presentations.
• Conduct real estate & construction market research.
• Liaise with external partners, suppliers, and stakeholders.
• Implement business strategies.
• Assist with the onboarding process for new hires.
• Business license renewals.
• Bids & project proposals management.
• IT support using construction management software.
• Support in ERP (enterprise resource planning).

Bookkeeping

A single mistake in invoice tracking, material costs, or financial reporting can cost construction businesses a lot. When handling other responsibilities, mistakes can be frequent, where your savior is your virtual construction bookkeeping professional.

• Track All-in Rate project finances.
• QuickBooks VA uses construction bookkeeping software efficiently.
• Estimating clerk.
• Process invoices, checks, and payrolls.
• Purchase order, supplier invoicing.
• Budgets & financial forecasts.
• Prepare financial statements.
• Budgeting and making financial reports.
• Help cost consultants with BOQ (bill of quantities).
• Assist in the construction estimate.
• Construction bookkeeping.
• Insurance management.
• Manage chart of accounts.

RFI Management

You have an RFI manager but still need to spend time on RFI management, cutting your productive time. While an RFI manager will do the core construction operations, a VA can help with the following responsibilities:

• Maintain a project tracking system for all RFIs.
• Issue RFIs to stakeholders.
• Consolidate and clarify RFI responses.
• Analyze RFI outcomes and report on RFI status.
• Maintain detailed records of all RFI documentation.
• Facilitate meetings to resolve complex RFI matters.
• Design changes, clarification, or incomplete specs.
• Clarify project specifications.
• Address documentation gaps.
• Verify the specifics of a contract when unclear.
• Identify utility conflicts.

Prepare Detailed Shop Drawings

Virtual assistants come with diverse skills that you can hire only to prepare detailed shop drawings for your construction business. Remote professionals provide graphic design services to help construction owners like you.

• Prepare BIM (Building Information Modeling) & design visualization.
• Construction drawing; blueprint, footprint.
• Demolition if instructed.
• Utilize Virtual Submittal Manager software.
• Notes on deviations, connection details, assembly instructions, and dimensions.

Digital Marketing For Construction Companies

You have a great construction business and have a great client base. However, word-of-mouth is not enough to expand your clients; you need digital marketing. A marketing virtual assistant for a construction business knows everything about marketing tasks.

• Promote your construction company’s services & generate new business opportunities.
• Manage the company’s web visibility.
• Handle construction company social media groups & pages.
• Write promotional copies.
• Do SEO for the construction website.
• Do B2B & B2C marketing.
• Video & project sequence photo editing.
• Email marketing to commercial & domestic clients.
• Create and manage content for blogs, newsletters, and social media platforms.
• Utilize pay-per-click (PPC) advertising to drive targeted lead traffic to the website.
• Nurture construction leads.
• Develop digital brochures and interactive materials for client presentations and bids.

Compliance and Quality Assurance

While doing all other work in your construction business, your VA will maintain construction industry regulations, compliances, and quality. They will help you with,

• Help with zoning and how construction companies could develop the property.
• Stay updated on contract law, workplace safety, and environmental regulations.
• Manage construction permits and licenses.
• Implement quality control programs.
• Clash detection.
• Sustainability analysis.
• Safety management.
• Conduct regular site inspections.
• Ensure quality standards are maintained.
• Monitor subcontractor’s contractual quality requirements.
• Maintain records of quality assurance activities.

Key Qualities to Consider When Hiring Virtual Construction Assistants

When it is time to hire a virtual assistant to help your construction business, there are specific key qualities you need to look for. You can not rely on general virtual assistants who know how to do data entry or other stuff. You need someone who is well-known about the construction industry and how things are going in the industry.

Experience in the Construction Industry

First of all, the remote assistant should have experience or familiarity with construction industry. For example, if you need help with creating blueprints, the VA should know about Building information modeling (BIM), computer-aided design (CAD), and many other terms related to this.

There are more terms like addendum, RFI, RFP, RFQ, lien, consumables, etc. Only virtual construction services know in the construction industry know all these and can fulfill their responsibilities properly. If you hire an inexperienced VA, they can mess up the whole system instead of helping you.

Strong Communication Skills

The construction site business needs people who can communicate with commercial, domestic, or real estate clients. Or they may need help with construction customer inquiries about new properties. Besides, virtual assistants need to collaborate with other workers, such as construction managers, realtors, or others, for a smoother workflow.

So, find out a VA with great communication skills. What you can do is interview them personally, ask them several questions, and engage in deep communication. Then, you assess their communication skills and how they interact with you using communication tools.

Customer Service Orientation

A VA can lay the groundwork for your relationship with your customer. By prioritizing client satisfaction, your company’s reputation within the industry will greatly benefit. A construction virtual assistant with customer service skills knows how to deliver a systemic and well-thought-out customer relations strategy to meet customer expectations. You just need to hire someone who is customer service-oriented.

Technological Savvy

Virtual assistants are experts in using technology, so there remains no barrier while working remotely. Thus, your construction VA will possess great tech knowledge & familiarity with construction software. Still, you can assess their digital proficiency and data analytics ability using collaborative or project management tools properly. You will have enough time to introduce them to software or tools. Better they have tech savviness & adaptability to technology.

Confidentiality and Integrity

Maintaining confidentiality and integrity should be an ethical priority for any employee, whether working physically or remotely. When hiring a construction virtual assistant, you need someone trustworthy.

They need to keep the information related to your construction firm affairs, developments, trade secrets, tender documents, bidding documents, or subcontractor applications. The virtual construction helper must not share all confidential information with outsiders or with unauthorized access.
Screen the past experience of the VA, as well as reviews or references about them.

Benefits Of Hiring a Virtual Construction Assistant

Virtual assistants are not confined to one industry; their reach expands to many sectors, including the construction industry. The biggest benefits of hiring a construction VA are,

1. They can assist with scheduling, tracking project milestones, and coordinating with subcontractors. These can ensure that projects stay on track and deadlines are met.
2. Virtual assistants can organize and manage important documents, such as contracts, permits, and compliance documentation. You can reduce the risk of errors.
3. They can help prepare cost estimates, manage budgets, and track expenses so that you can have financial control over projects.
4. Virtual assistants can manage communications with suppliers and vendors for timely delivery of construction materials and services and help resolve any issues that arise.
5. They can manage your construction business’s online presence, run marketing campaigns, and handle client communications. This will help you attract new business and maintain good communications with clients.
6. Virtual assistants manage emails, scheduling meetings, procurement, and HR assistance. They can help you free up time to strategically grow your business.
7. Construction VAs are a cost-saving option that cuts extra labor costs. In contrast, they are better at financial cost management.

Hire Your Construction Virtual Assistant From YesAssistant

The competitive construction industry’s biggest problem is the labor shortage, often leading to delayed projects or unhappy clients. To get the support you need for your construction business efficiency outsourcing, a skilled, experienced construction virtual assistant is your only option. This necessity raises another concern of a quality VA, isn’t it? But we have to worry about when you can partner with one of the leading virtual assistant service providers, YesAssistant.

Working with YesAssistant, you can delegate all your tasks to our talented virtual assistants without worrying whether they can properly fulfill their duties. We have the best team of trained and experienced virtual helpers. We will find the right match for your business.

This will reduce your construction business workload, and you no longer need to spend time in the hiring process. We will find and recruit the best talent for construction administrative support positions.