Job Title: Virtual Administrative Assistant

 

About the Company:

Our client is a fast-growing construction and engineering firm currently experiencing rapid expansion due to increased demand in infrastructure and rebuilding efforts. With a strong reputation for quality and responsiveness, they provide comprehensive inspection and design services for projects in dynamic, fast-paced environments.

 

Job Description:

Our client is looking for a highly reliable and detail-oriented Virtual Administrative Assistant to support daily operations. This is a part-time role ideal for someone with a background in accounting or finance, strong communication skills, and a high level of personal accountability. The position involves handling project setup, invoice generation, and administrative coordination using cloud-based tools.

 

Responsibilities:

Create and maintain project folders using Google Drive.

Input client and project data into a Google Sheets master spreadsheet.

Generate and send invoices using QuickBooks.

Track project initiation and ensure documentation is complete and organized.

Communicate updates and task completions promptly and clearly.

Maintain task consistency within designated hours each day.

Coordinate closely with the business owner to manage daily priorities.

(Optional/Future Scope) Support light marketing activities such as blog article formatting or SEO research, depending on skillset and workload increase.

 

Required Experience and Qualifications:

Experience in administrative tasks in a fast-paced environment.

Background in accounting, finance, or invoicing processes (not a CPA, but comfortable with numbers).

Fluent written and verbal English communication.

Familiarity with Google Workspace (Drive, Sheets, Docs).

Experience with invoicing software such as QuickBooks.

Comfortable working independently and meeting same-day or next-day task deadlines.

 

Preferred Skills:

Experience in the construction, engineering, or professional services industries.

Basic understanding of SEO or marketing content coordination (not required at start).

Flexibility to scale hours and responsibilities over time.

 

Personality:

Highly communicative and responsive.

Self-motivated with excellent attention to detail.

Fast learner with the ability to follow instructions and flag any uncertainties.

Thrives in fast-paced, deadline-driven settings.

Reliable and consistent in daily task execution.

 

Software & Tools:

Google Workspace (Drive, Sheets, Docs)

QuickBooks (for invoicing)

Slack or Email (for daily communication)

 

English Level:

C2

 

Schedule:

Part Time, 2 hours a day - 9-5 PST

 

Salary and Benefits:

Payment in USD or Local Currency according to candidate's preference.

Contracted part-time, with potential to increase hours as workload grows.

Work-from-home flexibility with set daily hours for consistent collaboration.