OBM / Administrative Virtual Assistant - Research & Operations Specialist

About Us

We are a fast-moving operational team managing multiple businesses, including a construction company and a professional services firm. Our work is detail-heavy, deadline-driven, and requires someone who thrives on organization, persistence, and problem-solving.

The Role

We don't just want a Virtual Assistant. We want "The Boss." We like to operate like our virtual assistants are in full control, they tell us what we're supposed to be doing and when!

This role involves managing project boards, bids, and client communications, while ensuring everyone remains accountable. You'll manage complex processes, direct people to deliver what you need, conduct in-depth research, and drive the business forward with strong written communication.

You don't need construction or government contracting experience (although it's a great plus)—we'll train you on the specifics. What we care about most is your confidence, research abilities, exceptional English writing skills, and persistence.

What We're Looking For

Must-Have Skills:

Exceptional English writing and communication skills (both written and verbal)
Strong research abilities - you can dig deep into details and synthesize information
Comfortable on the phone - calling procurement officers, clients, vendors, or tea ---------- mbers
Confident enough to step in, learn, ask questions, and then manage
Detail-oriented and methodical in your approach
Proactive action-taker - we cannot babysit
Strong communicator - you ask questions when needed (we can't read minds!)
Relentless follow-up skills (yes, even if it means being "annoying")
Comfortable giving direction and holding others accountable
Tech-savvy and able to learn new systems quickly (especially ClickUp)
Not afraid to be wrong and course-correct quickly
Someone we can trust long-term

Bonus Points:

Experience with online business management (OBM)
Familiarity with email systems, CRMs, Pipeline Management, Research, AI
Background in business operations, project coordination, or virtual assistance
Experience in construction or government contracting (we'll train you, we know this is super rare!)

What We are NOT Looking For

NOT looking for - Just a social media manager (there are some social media tasks, but we need a STRONG ADMIN)
NOT looking for - Someone who has only managed emails
NOT looking for - Someone who needs constant supervision
NOT looking for - Someone who won't ask questions when they need clarity

What You'll Do
Core Responsibilities:

Manage clients and report back to leadership
Conduct extensive research on bid opportunities, requirements, regulations, and industry details
Write and prepare professional documents including bid proposals, reports, meeting agendas, and correspondence
Manage and coordinate the bid process for federal and local construction contracts
Gather, organize, and prepare bid documents (templates, forms, compliance paperwork)
Create meeting agendas and presentation materials for tea ---------- etings
Manage and prioritize daily email correspondence to ensure timely, professional responses
Handle incoming calls with polite and professional assistance
Track deadlines for all projects and keep the team accountable to deliver on time
Communicate with vendors, subcontractors, and internal tea ---------- mbers to collect needed information
Utilize ClickUp to track tasks, manage projects, and maintain documentation
Schedule appointments, manage calendars, and organize meetings
Keep systems, files, and tasks organized in our project management systems
Handle administrative tasks and special projects as needed
Be willing to take on new challenges and learn new skills

We Will Happily Train You On

Government bid preparation and compliance requirements
Construction industry terms and processes
Our internal systems and workflows
Specific tools and platforms we use

Why Join Us

You'll be the one who runs the show with this company
Be part of a small but growing team where your work has direct impact
Gain experience in federal and local contracting
Learn high-level business operations and leadership skills
Growth opportunities as we expand
Work with a team that values your intelligence and initiative

Job Details

Position: Virtual Assistant - Administrative & Research Specialist (Full-time)
Hours: EST time zone (REQUIRED)
Location: Remote
Compensation: Based on experience and demonstrated skills

30-Day Paid Probationary Period: After your first 30 days, we'll evaluate if this is a good fit for both sides. We don't expect you to overwork during this time, we just want to make sure you're a good fit for the team and that you like working with us!

How to Apply
Click the link (we will only be reviewing applications with the Normal, blue priority)
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Special Note: If you are "shy" and think you aren't good enough, you are probably the hidden gem we are looking for ;) We love working with hidden gem's!!

Salary paid monthly + 13th Month + vacation days