For contractors and project teams
Give your project managers a clear view of outstanding RFIs, submittals and document requests. Knows The Drill recruits and prepares your assistant for construction work and your agreed responsibilities before handoff, so the paperwork has someone to move it forward.
Find your assistantA submittal is with the reviewer. A subcontractor sent another revision. The owner wants a status update, and your project manager has to piece the answer together from separate email threads. Every project needs someone keeping those details connected.
Build the role around your document flow: what came in, who needs to respond, which version is current and what can be distributed. Your assistant follows the trail and brings open decisions to the person responsible for the job.
The work to hand off
Record requests for information and submittals against the project, document number and revision. An assistant can log the assigned reviewer and dates supplied by your team, follow up on outstanding responses and distribute reviewed documents when authorized. The record shows where the item is waiting and what happened last.
What you get back: An RFI and submittal register with reviewers, revisions and open actions
Give your assistant the bid checklist, supplier contacts and submission dates. They can collect quotes and attachments, track acknowledgments of issued addenda and flag missing information for the estimator. Keep the source documents together so your team can assess scope and pricing with the relevant material at hand.
What you get back: A bid folder with received quotes, addenda and missing inputs
Using your billing team's checklist, an assistant can collect invoice attachments, signed records and other requested backup by project and billing period. They can follow up on missing items and assemble the package for review, with questions about amounts or approval returned to the responsible person.
What you get back: A billing support package with unresolved items clearly listed
Start with the closeout list your project team provides. Your assistant can request warranty documents, manuals and other required files, record what arrived and organize the handover folder. Missing or mismatched material stays on the follow-up list until your team accepts it.
What you get back: A closeout index showing received, outstanding and reviewed documents
Illustrative workflow
Use a single record to connect the submitted version, responsible reviewer and release decision. Keep receipt, review and approval as separate statuses.
Assistant preparesLog the project reference, document number, revision and attachments received.
Your team decidesWhether the submission is complete enough to enter the review process.
Assistant preparesRoute the file as instructed and record the reviewer and requested response date.
Your team decidesWho has review authority and which dates apply.
Assistant preparesFollow up with the assigned contact and summarize the last response and open request.
Your team decidesWhether the delay needs escalation or changes the project plan.
Assistant preparesAttach the response to the record and flag any unclear status or missing file.
Your team decidesThe accepted status, any required resubmission and permission to distribute.
Assistant preparesSend the authorized version to the agreed recipients and record the distribution date.
Your team decidesWhich teams need the update and how superseded versions should be handled.
Illustrative example — not a client record
Use this register entry when a new submission arrives alongside a review response for an earlier revision. It keeps the two records attached to their actual versions.
Ready to hand over when: The project reviewer can locate both revisions and the returned response, and Revision C is not presented as reviewed solely because Revision B has a response.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Set the review path before documents begin moving. Your assistant needs to know who can approve a response, release a revision or resolve a disagreement between the record and the field.
Recruit. Prepare. Hand over.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportWe recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Show us where RFIs, submittals and project records get held up. We will help define the role and recruit and prepare an assistant around your review process, tools and working hours.
Explore other ways to organize the work around your team.
