Handle subcontractor onboarding, documentation tracking, and payment coordination
Collect and manage subcontractor documentation, including: Insurance (COI), W9 forms, and agreements
Ensure all required documents are received, complete, and accurate before work begins
Follow up with subcontractors to obtain missing or incorrect documents
Receive and review subcontractor invoices and prepare documentation such as partial lien waivers
Track payment status and maintain records of all transactions
Upload and organize files in Dropbox using the correct structure
Update tracking spreadsheets with invoice details, payment status, document links, notes, and comments
Track insurance and permit expiration dates and set reminders
Communicate with subcontractors via email and occasional calls and maintain professional communication

Extremely detail-oriented and organized
Comfortable following structured processes and SOPs
Strong understanding of Microsoft Outlook email communication and threads
Able to manage multiple documents and tasks without missing details
Proactive in raising issues or delays
Comfortable working in a fast-paced construction environment
Experience in administrative support or document-heavy roles
Comfortable working with spreadsheets and file management systems
Strong written and verbal English communication
Experience in construction, project coordination, or accounting support is a plus
Able to follow step-by-step instructions and systems
Microsoft Outlook (strong understanding required)
Excel / Google Sheets
Dropbox or similar file management systems
Email and document workflows

Subcontractor Administration & Documentation Virtual Assistant

Key skills