Virtual Assistant / Admin VA Long-Term | US Client

Virtual Assistant / Admin VA Long-Term | US Client

We are looking for a reliable, detail-oriented Virtual Assistant to support our daily operations.

This is a VA position for someone who is organized, proactive, and comfortable handling administrative, coordination, research, and follow-up tasks while working with a US-based team.

Key Responsibilities

Call scheduling and meeting coordination
Payment follow-ups and paperwork tracking
Document requests and distribution
Sending insurance paperwork, W-9s, and other requested documents
Material ordering
Use provided material lists
Research suppliers and place orders based on project timelines
Material inventory and stock tracking
Coordinate weekly with staff to confirm stock levels
Maintain inventory records to avoid shortages
Travel reservations
Flights, hotels, and other bookings as needed
Expense and reimbursement tracking
Collect receipts from staff
Organize and track reimbursements
Research tasks
Vendors, suppliers, contacts, pricing, and other assigned research
Follow-ups
Example: following up with insurance companies regarding reimbursements
Real estate developer outreach
Research real estate developers
Find contact details and decision-makers
Send brochures and introductory emails/messages
Data entry and database management
Job applicant screening and interview coordination

Requirements

Strong English communication skills (written and spoken)
Highly organized and detail-oriented
Comfortable with follow-ups via email and phone
Strong research and problem-solving skills
Ability to follow instructions and manage multiple tasks
Reliable computer and stable internet connection
Willing to work with US business hours or partial overlap

Preferred

Experience as an Admin VA, Operations VA, or General Virtual Assistant
Experience working with US-based clients
Familiarity with Google Workspace (Gmail, Google Docs, Sheets, Calendar)
Previous experience working with either a construction or plumbing company