Ever After Homes

Virtual Assistant (Construction Administration)

Company: Ever After Custom Homes

Location: Remote

Position Type: Part-Time to Full-Time

Pay Range: $14.00-$16.80 CAD per hour, depending on experience

About Ever After Custom Homes

Ever After Custom Homes is a custom home builder serving Burlington, Hamilton, Oakville, Mississauga, Waterdown, and surrounding areas. We specialize in custom homes, large renovations, additions, and development projects.

We are growing and looking for a highly organized Virtual Assistant to support our team, improve communication, and help keep projects, clients, and internal systems running smoothly.

This role is ideal for someone who is detail-oriented, reliable, friendly, organized, and comfortable supporting a busy construction and design company remotely.

Role Overview

The Virtual Assistant will provide day-to-day administrative support, manage client and vendor communication, maintain project documentation, update internal systems, and help the team stay organized and on schedule.

The successful candidate must be comfortable working independently, managing multiple digital platforms, following up on outstanding items, and supporting a fast-moving construction team during regular business hours.

Key Responsibilities

Administrative Support

• Manage inboxes, calendars, meetings, reminders, deadlines, and follow-ups.
• Organize digital files, permits, drawings, quotes, invoices, contracts, and client records.
• Prepare meeting notes, task lists, agendas, and internal updates.
• Maintain accurate information in JobTread, Google Workspace, spreadsheets, CRM systems, and other company platforms.

Client Care

• Coordinate client updates, appointments, reminders, forms, and follow-up communication.
• Support homeowner selections, approvals, meetings, and project documentation.
• Help provide a warm, professional, and organized client experience.
• Coordinate client gifts, welcome packages, milestone touches, and thank-you notes.

Project and Construction Administration

• Maintain organized project files, selections, quotes, permits, invoices, photos, and related documentation.
• Follow up with trades, vendors, consultants, and suppliers for missing information.
• Track project tasks, work orders, receipts, warranty items, deficiencies, change requests, and approvals.
• Keep project management systems updated with current documents, deadlines, notes, and task statuses.

Sales and Marketing Administration

• Update CRM records, lead information, contact lists, and follow-up reminders.
• Maintain vendor, supplier, consultant, and trade partner databases.
• Assist with client packages, proposals, presentations, digital materials, and online orders.
• Provide administrative support for email marketing, social media, and other promotional activities.

Remote Office Support

• Organize shared drives, templates, digital forms, checklists, and internal resources.
• Prepare materials for virtual meetings, client presentations, team meetings, and events.
• Coordinate online orders for samples, gifts, office supplies, printed materials, and project resources.
• Record meeting notes, action items, and follow-up responsibilities.

Ideal Candidate

• The right person for this role is:
• Highly organized and detail-oriented.
• Friendly, professional, and comfortable communicating with clients, trades, vendors, and team members.
• Proactive and able to follow up without being constantly reminded.
• Comfortable using technology and learning new systems.
• Able to work independently while remaining responsive to the team.
• Calm under pressure and able to manage multiple priorities.
• Interested in home building, design, real estate, construction, or project coordination.
• Available during agreed-upon regular business hours.

Required Skills and Experience

• Previous experience in administration, virtual assistance, office coordination, client care, real estate, construction, design, or a related field.
• Strong written and verbal communication skills.
• Comfortable using Google Workspace, Gmail, Google Calendar, spreadsheets, and cloud-based file systems.
• Strong attention to detail and follow-through.
• Ability to manage confidential client and business information professionally.
• Reliable computer, high-speed internet connection, and a professional remote workspace.
• Ability to manage tasks independently and communicate progress clearly.

Nice-to-Have Experience

• Construction, renovation, design, real estate, or property management experience.
• Experience with CRM systems, JobTread, QuickBooks, Canva, GoHighLevel, or project management software.
• Basic bookkeeping, expense tracking, or invoice coordination experience.
• Experience coordinating trades, vendors, consultants, or client appointments.
• Social media, email marketing, or marketing administration experience.
• Experience preparing proposals, presentations, client packages, or construction documentation.

Key Performance Indicators

• Success in this role will be measured by:
• Timely, professional communication and follow-up.
• Accurate CRM, contact, calendar, and project information.
• Organized files and up-to-date documentation.
• Tasks and deadlines completed or flagged proactively.
• A smooth, responsive client and vendor experience.
• Better visibility and less administrative follow-up for the internal team.

Compensation

• The pay range for this position is $14.00-$16.80 CAD per hour, depending on experience.
• Candidates with strong construction administration, design coordination, bookkeeping, CRM management, project coordination, or client-care experience may be considered at a higher rate.

Schedule

• This role can begin part-time and grow into a full-time position as the company continues to expand.
• We are open to discussing a schedule that works for the right candidate, but consistent availability during agreed-upon regular business hours is required.
• The successful candidate must be dependable, responsive, and able to communicate regularly with the Ever After Custom Homes team throughout the workday.