Keep the paperwork moving as fast as the job site.
Dedicated project administrators for GCs, builders and specialty contractors: logs, subcontractor documents, meeting minutes, change orders and pay-app support.
Every project manager is also a document controller.
Construction projects generate paper at every step: bids, subcontracts, certificates of insurance, lien waivers, submittals, RFIs, daily reports, change orders, pay applications. Project managers and superintendents spend hours each week maintaining logs and chasing signatures — time that should go to the site, the schedule and the client.
An ExecWing project administrator works inside Procore, Buildertrend or your file system. They maintain submittal and RFI logs, collect and track subcontractor insurance and lien waivers, type up meeting minutes, prepare change-order paperwork for PM approval and help assemble pay applications.
Remote support suits the office side of construction well, because the documents already live in the cloud. Your assistant works US hours, joins OAC and coordination meetings by video to capture minutes, and keeps every log current so that nothing surprises you at closeout.
Tasks your assistant owns
Project administration
- Submittal and RFI logs
- Meeting minutes and action items
- Drawing and spec version tracking
- Closeout documentation and O&M binders
Subcontractor management
- Collect COIs and track expirations
- Lien waiver collection with each pay app
- Subcontract and PO paperwork from templates
- Prequalification packet tracking
Financial admin
- Pay application assembly support
- Change-order logs and paperwork
- Vendor invoice coding for AP
- Job-cost report preparation
Tools
Your assistant works in your accounts, under your access policies.
Roles that fit
- Project administrator / project coordinator
- Subcontractor compliance coordinator
- AP and job-cost assistant
- Executive assistant to an owner or VP of operations
Compliance notes
Assistants do not make engineering, safety or code determinations; they administer documents your licensed and qualified staff review.
Lien and notice deadlines vary by state. Assistants track dates you provide; your team or counsel confirms legal requirements.
Certified payroll and prevailing-wage reports for public work are prepared for your review and signature.
How this maps to our plans
One dedicated, full-time assistant. Month-to-month, 30-day cancellation, $3,000 buyout if you want to hire them directly.
| Plan | Price | When it fits |
|---|---|---|
| Core | $1,900/mo | Logs, COIs and document control. |
| Growth | $2,300/mo | Adds change-order, pay-app and AP support. |
| Executive | $2,700/mo | Senior assistant to an owner or operations lead. |
Full plan details on the pricing page. Founding clients: 50% off the first month (first 5 clients).
A realistic first 30 days
How a typical Construction engagement ramps. Your plan is set on the fit call and adjusted to your SOPs.
| When | What happens |
|---|---|
| Week 1 | Access, tools and shadowing Your assistant gets accounts in Procore, Buildertrend, Autodesk Construction Cloud and shadows the current process for project administration. You share SOPs or record short walkthroughs; they turn them into written checklists. |
| Week 2 | First owned workflows They take ownership of submittal and RFI logs and meeting minutes and action items, with your review on every item. ExecWing QA reviews output against the checklist. |
| Weeks 3–4 | Expand scope Add subcontractor management work such as collect COIs and track expirations. Review shifts from every item to daily spot checks. |
| Day 30+ | Steady state Financial admin joins the routine. You get a weekly scorecard and a monthly review of what to delegate next. |
Construction: common questions
Can the assistant work in Procore?
Yes, with the permissions your admin assigns.
Can they attend meetings?
Yes. They join by video to take minutes and track actions.
Do they do estimating?
They can organize bid invitations and takeoff documents, but quantity takeoffs and pricing decisions stay with your estimators unless a specialized role is agreed.
What does it cost?
Core $1,900, Growth $2,300, Executive $2,700 per month.
Get your evenings back.
Book a 20-minute fit call. We'll map the work you want off your plate and tell you honestly whether a dedicated assistant is the right move.