Administrative Assistant / Bookkeeper/ Virtual Assistant

Organize and maintain project documentation including contracts, permits, change orders, and invoices. Ensure all paperwork is accurately filed and readily accessible. Answer phones, respond to emails, and handle correspondence in a professional and timely manner. Serve as a point of contact for clients, contractors, suppliers, and internal team members. Coordinate meetings, appointments, and project timelines. Maintain calendars for key team members and update schedules as necessary. Assist with purchasing materials and supplies. Obtain quotes from vendors and track inventory levels. Negotiate pricing and terms with suppliers Ensure compliance with safety regulations and protocols on construction sites. Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation. Prepare detailed itineraries and ensure executives have all necessary travel documents. Maintain safety records and coordinate safety training sessions. Conduct regular safety inspections. Assist project managers with various tasks to keep projects on track. Arrange meetings, prepare presentations, and compile progress reports. Input data into databases, spreadsheets, or project management software. Maintain organized filing systems for easy retrieval of information. Support quality control efforts by documenting inspections and tracking issues or deficiencies. Ensure that work meets established standards. Order office supplies and manage petty cash. Organize travel arrangements for team members. Provide administrative assistance as needed.