Summary:
We are seeking a detail-oriented and experienced Virtual Administrative Assistant to provide remote support to our team in managing our daily administrative operations. The ideal candidate is highly organized, has a background in the American construction industry, and can work independently. They should be adept at multitasking, prioritizing, and managing time effectively.
Key Roles You Will Play
Bidding / Estimating:
– Filtering through large projects on various online sites.
– Ability to look through many project PDFs and identify our company’s scope of work.
– Filter through bid invites via email.
– Creating bid project lists with dates and ect.
– Create folders, and gather relevant information.
– Using our bidding calculator and daily cost calculator for pricing assessments.
– Presenting price options to management.
– Preparing bid emails and dispatching them to contractors.
Email Management:
– Differentiating spam emails from real ones.
– Filtering emails into four main categories as organized in our Gmail system.
– Scheduling any meetings noted in emails into the company calendar.
– Filing any contracts and project plans into their respective folders.
Customer/Email Introductions:
– Reaching out to local cities in our area via email
– Reaching our to possible vendors in our area via email
Essentially creating an introduction for your manager, so that they can take over.
Invoicing:
– Upload scanned invoices into the appropriate QuickBooks entry.
– Managing dump fee spreadsheets – handling weekly spreadsheet imports.
Employee Time Sheets:
– Conducting a weekly audit of all employee timesheets (approximately 20 employees) using Assignar Software.
– Reporting any discrepancies found to management.
Daily Executive Summaries:
– Creating a daily summary or list of notes for management to review upon arrival at work.
Skills and Qualifications:
– Proven experience as a virtual assistant or relevant role (Minimum 2+ years of experience).
– Must have 2+ years of experience in the American construction industry.
– Excellent command of the English language, both verbal and written.
-Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite (Docs, Sheets, Slides), and familiarity with virtual collaborative platforms like Slack and Zoom.
– Strong organizational skills, ability to multitask, prioritize, and manage time effectively.
– Ability to work independently with little supervision, demonstrating initiative and problem-solving skills.
– Excellent customer service and communication skills.
– High attention to detail and accuracy.
– Experience with Canva.
– Experience with QuickBooks Online.
– Experience with efficient email management and acting as an executive assistant.
Work Environment:
This is a remote position. The Virtual Employee must have a suitable workspace, a reliable internet connection, and own necessary office equipment, such as a computer, webcam, and headphones.
Pay:
The starting pay will be $400 USD Per Month for less than 30 hours per week. There will be a 30-day and 90-day review where a raise will be given if you perform well.
About Our Company:
Our company is Hydro-Vac, Inc. You can read more about our company and what we do at
Interested applicants are invited to send their resumes and a brief cover letter explaining why they believe they would be a great fit for this role.
Please ensure that you meet ALL the requirements and skills to perform this job.
APPLY FOR THIS JOB:
Company: Feedwell
Name: Caleb Fouss
Email: