Construction Admin VAs
Document control, RFIs, subcontractor paperwork, purchase orders, progress claims and reporting — handled properly, on time, in your systems. So your project managers, contract administrators and site teams get their week back.
Project administration expands to fill whoever is available
On most jobs, the paperwork doesn't sit with an administrator. It sits with the person closest to it — a project manager logging RFIs, a contracts administrator formatting a claim, a site supervisor filing dockets at the end of the day, or the owner catching up on Sunday.
Registers that lag
RFI, variation and drawing registers updated in bursts rather than continuously, so nobody quite trusts them at the project meeting.
Claims done late
Progress claims assembled the night before cut-off, with backup documentation gathered under pressure.
Compliance chased twice
Insurances, licences and SWMS collected once at engagement, then chased again when something expires mid-project.
What a Construction Admin VA can take on
Grouped by function. You choose the scope — most engagements start with two or three areas and widen once the VA is embedded.
Document control
- Drawing registers and revision control
- Transmittals and distribution
- Project filing structures and naming conventions
- Document uploads and access management
- Archiving and close-out documentation
Contract administration support
- RFI logging, issue and follow-up
- Variation registers
- Progress claim preparation and backup
- Purchase order raising and tracking
- Subcontractor agreements and documentation
Project administration
- Meeting agendas and minutes
- Project correspondence
- Programme updates and look-aheads
- Weekly and monthly project reporting
- Site diary and docket data entry
Compliance & systems
- Subcontractor insurance and licence tracking
- SWMS and inductions collection
- Compliance registers and expiry reminders
- Procore, Aconex and ACC administration
- Data entry and system housekeeping
Where the line sits
A Construction Admin VA prepares, tracks and administers. Contractual decisions, approvals, certifications and anything requiring a licensed or authorised signature remain with your team. Your VA gets the documentation ready — your people make the call.
Working in your construction software
Your VA works inside the platforms your projects already run on, under access you control and can revoke at any time.
A week in the life of a Construction Admin VA
An illustration of a typical rhythm on a live project. Built around your programme and your meeting cycle, not a fixed template.
Registers and correspondence
Bring RFI, variation and drawing registers current from the weekend's correspondence. Flag anything overdue for the PM.
Subcontractor administration
Issue purchase orders, chase outstanding subcontractor documentation, update the compliance register.
Site meeting support
Prepare the agenda and pack, take minutes, circulate actions the same day.
Claims and reporting
Assemble progress claim backup, update the project report, prepare programme look-ahead for review.
Filing and close-out
Document control housekeeping, file the week's transmittals, prepare next week's priorities.
Who gets the most out of an Admin VA
- Builders running several projects with one contracts administrator
- Project managers spending more than a day a week on paperwork
- Businesses where site supervisors are doing data entry after hours
- Companies rolling out Procore, Aconex or ACC and needing the grunt work done
- Subcontractors managing compliance across multiple head contractors
- Growing builders who need administration structure before the next hire
Start with the worst week
Think about the administrative task that most reliably runs late. That’s usually the right place to start — tell us what it is and we’ll scope a VA around it.
Find your Construction Admin VA
Tell us how many projects you're running, what software they live in and where the administration is backing up. We'll scope it from there.