Virtual Assistant

Job Summary:
We are seeking a detail-oriented and proactive Administrative Assistant to join our team. The ideal candidate will be responsible for supporting project operations, coordinating with suppliers and building departments, managing client communications, and handling administrative tasks such as scheduling, invoicing, and ensuring smooth project execution. This role is crucial in maintaining efficiency and ensuring all project back-end operations run seamlessly.
Key Responsibilities:
• Permit and Documentation Management:
? Pull permits and prepare necessary documents for various projects.
? Ensure all paperwork is accurate and submitted to the appropriate departments on time.
• Supplier Coordination:
? Liaise with suppliers to order and track materials for projects.
? Ensure timely delivery and resolve any issues related to supply logistics.
• Building Department and Inspector Coordination:
? Communicate with local building departments and inspectors to ensure compliance with regulations and schedule necessary inspections.
• Client Communication:
? Provide regular project updates to clients.
? Address client inquiries and concerns promptly and professionally.
• Research and Business Improvement
? Conduct research to identify ways to improve business operations and efficiency.
? Provide recommendations based on findings.
• General Administrative Support:
? Answer and direct phone calls in a professional manner.
? Send out invoices and follow up on payments with clients.
? Manage schedules, appointments, and ensure that all appointments are well-prepared in advance.
? Oversee the back-end management of projects, ensuring deadlines are met and tasks are completed efficiently.
Qualifications:
• Proven experience as an administrative assistant or in a similar role.
• Strong organizational and time management skills.
• Excellent communication skills, both written and verbal.
• Ability to multitask and prioritize tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
• Familiarity with project management tools is a plus.
• Attention to detail and problem-solving skills.
• Ability to work independently and in a team setting.
Preferred Skills but not required:
• Experience in construction, building, or related industries.
• Understanding of permits, inspection processes, and building regulations.
• Strong research skills and a proactive approach to improving business operations.

Benefits
• No Commute
• Competitive Salary
• Work independently
• Work-Life Balance
• HMO
• Paid Leaves
• Holiday Off
• Christmas Bonus
• Annual increase


To apply, please send your CV to ---------- the subject line of your email is "Admin Application - [Your Name]".
In addition to your CV, kindly respond to the following question:
1. What sets you apart from other applicants for this position?
2. If you were a character in a book or movie, what type of character would you be and why?