Virtual Assistant for Project Management and Administration

Job Overview

We are seeking a highly organized and detail-oriented Virtual Assistant to join our team and provide administrative and operational support. You will work closely with our production team and serve as a key point of contact for managing project updates, documentation, and communication. Your role will mirror the tasks of our current production manager, ensuring seamless operations and timely completion of tasks.

Compensation and Benefits
• Salary: Competitive (to be discussed based on experience).
• Work Schedule: Monday to Friday, 8:30 AM - 12:30 PM and 3:00 PM - 7:00 PM PST (Philippine Night Shift) with a break in between.
• Performance Bonuses: Based on accuracy, timeliness, and overall contribution to project success.
• Growth Opportunities: Career development and potential for higher responsibilities.

Primary Responsibilities

Project Coordination
1. Daily Updates Management:
• Monitor daily project updates (10 AM and 6 PM) from field staff.
• Organize and upload before and after pictures to Dropbox.
• Ensure all project updates are properly documented in the company CRM system.
2. Customer and Team Communication:
• Open WhatsApp group chats with customers for each new project.
• Post daily updates to customers, including progress, next steps, and schedules.
• Escalate customer concerns or issues to the relevant team members immediately.
3. Documentation and Reporting:
• Manage and maintain project documentation in Dropbox and Google Drive.
• Ensure completion forms, agreements, and invoices are uploaded promptly.
• Generate weekly project status reports for management.

Administrative Support
1. Invoice Management:
• Track and verify subcontractor agreements and job-related invoices.
• Upload invoices to QuickBooks and CRM, ensuring accuracy and completeness.
• Follow up on pending invoices and flag any discrepancies.
2. Payment Coordination:
• Assist in preparing payment schedules for subcontractors and suppliers.
• Maintain records of all outgoing payments, ensuring they align with approved budgets.
• Provide end-of-week payment summaries for management review.
3. Material Orders:
• Coordinate with the Materials & Supplies team to track orders and deliveries.
• Ensure materials requested by field staff are processed and documented.

Recruiting Support
• Assist in recruiting and onboarding subcontractors by tracking potential leads and verifying credentials.
• Communicate directly with new subcontractors to ensure they understand company standards.

General Administrative Tasks
• Respond to emails, WhatsApp messages, and internal communications promptly.
• Maintain calendars and schedules for project deadlines and deliverables.
• Handle miscellaneous tasks to support the production and operations team.

Key Skills and Qualifications
• Education: Bachelor’s degree in business administration, project management, or a related field is preferred.
• Experience: Minimum of 2 years in an administrative or virtual assistant role, preferably in construction, home improvement, or project management.
• Tech Skills:
• Proficient in Google Workspace (Docs, Sheets, Drive).
• Experience with QuickBooks or similar accounting software.
• Familiarity with project management tools (CRM systems, Dropbox, WhatsApp).
• Soft Skills:
• Strong organizational and multitasking skills.
• Excellent written and verbal English communication skills.
• High attention to detail and accuracy.
• Proactive and able to work with minimal supervision.

Performance Metrics
• Timeliness: Ensure all updates and reports are submitted on time.
• Accuracy: Maintain 100?curacy in documentation, invoices, and customer updates.
• Customer Satisfaction: Ensure all projects are completed with zero complaints.
• Efficiency: Respond to all communications and complete tasks within specified deadlines.

Application Process

To apply for this position, please submit:
1. Your updated resume.
2. A cover letter detailing your relevant experience and skills.
3. A short paragraph explaining how you handle deadlines and multitasking.