Job Title: Virtual Assistant

 

About the Company:

Our Client is a geotechnical and environmental engineering consulting firm serving developers, contractors, architects, engineers, and public agencies. They provide geotechnical investigations, environmental assessments, construction inspections, and in-house laboratory testing.

 

Job Description:

We are seeking a highly organized and detail-oriented Administrative Assistant to support day-to-day operations. This role is central to the office, serving as a key point of contact for clients, field inspectors, and project staff.

 

Responsibilities:

• Answer and direct incoming phone calls professionally; serve as the initial point of contact for clients and agency representatives.

• Respond to routine client inquiries regarding project status, scheduling, and deliverables.

• Draft, proofread, and distribute professional correspondence.

• Maintain client and project contact records.

• Coordinate and manage inspection schedules for field staff.

• Dispatch inspectors to project sites and communicate schedule updates.

• Perform quality control review of reports for grammatical errors and compliance.

• Assist project managers in tracking project milestones and deadlines.

• Support invoicing and billing coordination.

• Perform general office duties including supply management and mail handling.

 

Required Experience and Qualifications:

• Demonstrated excellence in written and verbal English communication.

• Proven experience in an administrative or client-facing support role.

• High proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

• Exceptional organizational skills and attention to detail.

• Professional telephone etiquette and interpersonal communication skills.

• Ability to work independently and maintain confidentiality.

 

Preferred Skills:

• Experience in an engineering, geotechnical, environmental, construction, or professional services firm.

• Familiarity with construction inspection scheduling or project management workflows.

• Experience with project management or scheduling software.

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field.

 

Personality:

• Detail-oriented and highly organized.

• Strong communicator with excellent interpersonal skills.

• Ability to manage multiple tasks and prioritize effectively.

 

Software & Tools:

• Microsoft Office Suite (Word, Excel, Outlook).

 

English Level:

C2

 

Schedule:

15 to 20 hours, Flexible in between 9-5 PST

 

Salary and Benefits:

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

• Professional and supportive work environment.

• Opportunities for growth within the firm.