Scale Your Engineering Firm with an Expert Admin VA
Stop letting your high-billable engineers waste time on RFIs, submittals, and document formatting. Hire a dedicated virtual assistant for back-office project support—fully managed at zero extra cost.
Project Dashboard
Total Back-Office Project Support
Our Virtual Assistants do not draft CAD or do engineering design. They specialize in the critical administrative coordination that keeps your projects moving and your engineers billing.
Document Control & Submittals
Logging, formatting, and tracking RFIs, RFPs, and submittals in Procore or Bluebeam. Ensuring documents are routed to the right stakeholders.
Project Management Support
Updating project schedules in MS Project or Asana. Following up with internal teams to ensure milestone tasks are marked complete.
Vendor & Sub Coordination
Chasing down quotes from sub-contractors, organizing vendor files, and requesting updated insurance certificates or W9s.
Permit & Licensing Admin
Downloading municipal permit applications, pre-filling repetitive company data, and organizing packets for your engineers to sign and seal.
Proposal Preparation
Assembling RFP responses. Formatting Word docs, gathering team bios, organizing past project photos, and ensuring bid packages look highly professional.
File & CAD Organization
Applying strict naming conventions to messy shared drives. Moving old CAD versions to archive folders so your drafting team only sees active files.
Proficient in Engineering Tech
We work flawlessly inside the platforms your firm relies on daily.
A Managed Service, Built for Engineers
Stop forcing your principals to do data entry. Scale your ops instantly.
Share Your Workflows
Tell us your document control process, software stack, and where your engineers are wasting the most time.
Establish the Playbook
Your Project Manager documents your strict naming conventions and RFI routing rules into an SOP.
Expert Execution
Your VA executes the daily data entry, document formatting, and sub-contractor follow-ups.
Pay Only for Output
You are billed strictly for the VA's tracked hours. PM QA and supervision is 100% free.
Why Engineering Firms Choose Sagedoer
Don't risk your project timelines with unverified freelancers. Upgrade to a managed team.
| Feature | Traditional Freelancer Platforms | THE SMART CHOICE: Sagedoer |
|---|---|---|
| Platform & Management Fees | Up to 40% in hidden markups, bidding, and memberships | 0% Hidden Fees. Pay strictly for hours worked. |
| Daily Team Management | You must supervise the VA while managing active projects | Dedicated Project Manager acts as your single point of contact |
| Software Proficiency | Hit-or-miss experience with industry tools like Procore | Internally vetted experts trained in A/E/C administration |
| Hiring & Deployment Speed | Endless cycles of interviewing and testing candidates | Instant delegation. We immediately assign the right specialist. |
| Billing & Invoicing | Complex invoices or high per-project flat rates | Simple, unified, centralised USD hourly invoicing |
| Staff Turnover & Replacements | Start the hiring and training process all over again | Seamless internal replacements with zero workflow disruption |
Simple, Transparent Pricing
No monthly membership charges. Zero setup fees. Lower your overhead to win more bids.
Part-Time
20 Hours Per Week
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Full-Time
40 Hours Per Week
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Trusted by Principals & Project Managers
"My lead engineers were spending 30% of their day formatting RFIs and chasing sub-contractors for quotes. Our Sagedoer VA took over all document control in Procore. Our billable hours shot up immediately."
"The dedicated project manager ensures the VA strictly follows our naming conventions in SharePoint. Finding older CAD revisions now takes seconds instead of minutes. Incredibly valuable service."
"Zero hidden fees and paying only for hours worked is perfect. Our VA pre-fills all our municipal permit applications and formats our RFP bid packages. They make us look incredibly professional."
"My lead engineers were spending 30% of their day formatting RFIs and chasing sub-contractors for quotes. Our Sagedoer VA took over all document control in Procore. Our billable hours shot up immediately."
"The dedicated project manager ensures the VA strictly follows our naming conventions in SharePoint. Finding older CAD revisions now takes seconds instead of minutes. Incredibly valuable service."
"Zero hidden fees and paying only for hours worked is perfect. Our VA pre-fills all our municipal permit applications and formats our RFP bid packages. They make us look incredibly professional."
Frequently Asked Questions
Does the VA do CAD drafting or engineering design?
No. Our Virtual Assistants are administrative and project coordination professionals. They do not possess engineering licenses and cannot perform structural design or CAD drafting. They handle the back-office paperwork, data entry, and file organization so your licensed engineers can focus on design.
How do they manage CAD files without drafting?
They handle the administrative side of your servers. This includes ensuring all draftsmen are following strict file naming conventions, archiving old v1/v2 files into proper sub-folders, and ensuring final PDFs are properly linked in your project management software.
What software does the VA need access to?
Typically, they need a restricted administrative login to your project management tool (e.g., Procore, Asana), document markup tools (e.g., Bluebeam Studio), and your cloud storage (e.g., SharePoint, OneDrive).
Do I have to manage the Virtual Assistant directly?
No, that is the Sagedoer advantage! You will be assigned a dedicated Project Manager who acts as your single point of contact. They oversee the VA's daily task list, ensure document formatting is exact, and handle all internal management at absolutely no extra charge to you.
Are there any hidden fees or platform markups?
None at all. We have a strict zero hidden fees policy. You pay exactly the hourly rate ($6 or $7 depending on your plan) exclusively for the hours of pure work delivered. We do not charge flat-rate retainers.
Ready to optimize
your firm's ops?
Reach out to discuss your current project load, software stack, and administrative bottlenecks. Our dedicated project manager will promptly get back to you with a tailored delegation strategy.