Turnstone Custom Homes

Virtual Assistant (Preconstruction)

Remote | Part-Time | Hours Defined During Trial Period

Support High-Level Preconstruction Operations-From Anywhere

Turnstone Custom Homes is a well-established design-build firm specializing in custom residences and renovations throughout Sussex County, Delaware. For over two decades, we've built a reputation for delivering exceptional homes through craftsmanship, transparency, and strong client relationships.

We're seeking a highly organized and proactive Virtual Assistant to support our Director of Preconstruction. This role is ideal for someone who thrives on keeping projects moving, tracking details, and ensuring nothing falls through the cracks. If you enjoy managing multiple priorities, coordinating communication, and helping teams stay organized, this is an opportunity to play a critical role in our success.

Your Role

As the Virtual Assistant, Preconstruction, you will serve as the operational backbone of the preconstruction department. Working closely with the Director of Preconstruction, you'll manage information flow, track commitments, coordinate schedules, and ensure critical tasks remain on track across multiple active projects.

This is not a general administrative position-it is a highly structured coordination role requiring initiative, persistence, and exceptional organizational skills.

Key Responsibilities

Commitment & Action Item Tracking

• Maintain a live tracking system for commitments made to clients, subcontractors, vendors, and team members
• Monitor outstanding requests and proactively follow up on pending items
• Ensure deadlines, deliverables, and responsibilities remain visible and accountable

Bid Pipeline Management

• Coordinate with internal team members to track and obtain subcontractor bids
• Manage follow-up cadence on outstanding bid requests
• Help maintain momentum toward GMP completion and contract execution

Calendar & Meeting Coordination

• Schedule meetings and maintain calendar organization for the Director of Preconstruction
• Build preparation time into schedules for client-facing meetings
• Coordinate design meetings, handoff meetings, and project-related scheduling activities

Email & Communication Management

• Review inboxes for action items, commitments, and urgent requests
• Prepare daily summaries and priority lists
• Draft communications for review as needed

Meeting Support & Documentation

• Attend preconstruction meetings and capture detailed notes
• Produce same-day action item summaries including owners and due dates
• Post meeting notes and project documentation into JobTread
• Maintain organized records accessible to the broader team

Project Coordination & Reporting

• Compile and distribute weekly Preconstruction status reports
• Track client selections and design milestones across active projects
• Coordinate permit application tracking and submission status
• Support project handoff coordination between Preconstruction and Project Management teams

Administrative & System Support

• Maintain accurate timesheet entries in JobTread
• Capture project-related information from emails, calls, and text communications
• Ensure project records remain complete, current, and organized
• Support ongoing process improvement and operational efficiency

Qualifications

• Previous experience in a Virtual Assistant, Project Coordinator, Executive Assistant, or Operations Support role
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication abilities
• Proven ability to manage multiple priorities simultaneously
• Comfortable following up with clients, subcontractors, and vendors
• Proactive mindset with strong ownership and follow-through
• Proficiency with Microsoft Office and cloud-based collaboration tools
• Experience with JobTread is highly preferred
• Familiarity with residential construction, design-build, or construction administration is a plus
• Experience using AI tools such as Claude or similar platforms is preferred

Compensation & Benefits

Employment Type: Part-Time Remote Position

Benefits Include:

• Flexible remote work environment
• Opportunity for long-term growth and expanded responsibilities
• Exposure to high-end residential construction projects
• Collaborative and team-oriented culture
• Structured onboarding and ongoing support

What Success Looks Like

The ideal candidate is proactive, organized, and persistent. You anticipate needs, follow through on commitments, and ensure critical information never gets lost. You are comfortable managing multiple open tasks simultaneously and helping a fast-paced team stay aligned and accountable.

Turnstone Custom Homes is an Equal Opportunity Employer

We are committed to creating an inclusive workplace and welcome candidates from diverse backgrounds and experiences.

Ready to Make an Impact?

If you're an organized, detail-oriented professional who enjoys keeping projects and people moving forward, we'd love to hear from you. Join Turnstone Custom Homes and help support the successful delivery of exceptional custom homes and renovations.