Every construction business reaches a point where admin work becomes too much to handle alone. From managing schedules and emails to COIs and invoices, it’s clear you need help.
But what’s the smarter move: hiring a full-time admin or outsourcing to a virtual assistant?
Let’s break down the real costs, and what you get, for each option so you can make the best decision for your business.
The Reality: Admin Is Critical (But Often Underestimated)
Admin work isn’t optional. It’s the backbone of your operations:
- Coordinating crews and subcontractors
- Booking inspections and jobs
- Organizing permits and insurance
- Managing calendars, calls, and client updates
- Processing invoices and tracking payments
Whether it’s you doing it or someone else, it has to get done. But how you staff for it makes all the difference.
Option 1: Hiring a Full-Time In-House Admin
Here’s the typical breakdown for a construction office assistant working full-time in the U.S.
| Expense | Monthly Estimate |
| Base Salary ($40–55k/year) | $3,750 |
| Payroll Taxes (15%) | $560 |
| Health Benefits | $400–600 |
| Office Setup & Software | $150–300 |
| PTO / Sick Days | Variable |
| Total Monthly Cost | $4,800–5,200+ |
Beyond the money, you’ll also spend time training, managing, and supervising daily tasks, especially if they’re new to construction workflows.
Option 2: Hiring a Virtual Construction Admin Assistant
A remote admin assistant who specializes in construction tasks (like the ones Citrus provides) works full-time, but without the full-time overhead.
Here’s a typical cost breakdown:
| Expense | Monthly Estimate |
| Hourly Rate ($6/hr avg) | $960 (40 hrs/week) |
| Service Fee/Admin Support | $100 |
| Benefits, PTO, Equipment | $0 |
| Training Time | Minimal (pre-trained) |
| Total Monthly Cost | $1,060 |
And the best part? You only pay for the time and tasks you need, no idle hours, no office space, no extra payroll.
Side-by-Side Comparison: Virtual Assistant vs. Full-Time Admin
| Full-Time Admin | Virtual Assistant | |
| Monthly Cost | $4,800–5,200+ | $1,060 |
| Training Required | 1–2 weeks+ | Minimal (pre-trained) |
| Time Zone Flexibility | Limited | Flexible |
| Construction-Specific Tasks | Varies by candidate | Specialized VA |
| Coverage During Sick Days | You manage it | Fully covered |
| Tools & Setup | You provide | Already equipped |
| HR/Legal Overhead | High | None |
What You Can Expect a VA to Handle Daily
Even though they’re remote, VAs can take full ownership of:
- Inbound/outbound calls
- Subcontractor communication
- Calendar and crew scheduling
- COI and document tracking
- Inbox management
- Material order follow-ups
- Client proposal emails
- Invoice prep and payment logs
They’re not “just an assistant”, they become your remote operations support.
Why Virtual Assistants Make Sense for Growing Construction Teams
If you’re not ready to commit to a $50K+ annual hire, or if you’ve been drowning in admin while trying to manage jobs, here’s what makes VAs a smart choice:
- Lower cost without sacrificing quality
- Scalable support as your workload grows
- Minimal training needed, many VAs are pre-trained for construction
- Better work-life balance for you and your team
- No hiring or firing stress
You get back control of your time, without blowing your margins.
When a Full-Time Admin Might Make Sense
- You have 10+ employees and a physical office
- You need someone onsite for in-person paperwork or front-desk duties
- You’re looking for someone to eventually grow into an operations manager role
But for 80% of construction companies under 10 people? A VA is all you need (and more).
Final Word: Spend Less, Get More Done
You don’t need to pay $60K+ a year to stay organized.
For a fraction of the cost, a construction-focused virtual assistant can take over your admin work, reduce stress, and keep your business moving.
Compare the numbers. Choose flexibility. And start scaling smarter, with just one assistant.
