Construction Admin Assistant

Osborne Pro Builders
Part-Time ? Full-Time Potential
30+ hours per week

Osborne Pro Builders is a custom cabin builder operating in the Red River Gorge region of Kentucky. Our company runs on three core values:

Trust. Transparency. Excellence. ?

We are looking for a highly organized Virtual Administrative Assistant to help manage communication, documents, client follow-ups, and operational tasks across our construction and sales pipeline.

This is a long-term role for someone dependable who likes creating order and keeping systems running smoothly.

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Role Summary

You help keep the company organized.

Your work ensures:
• clients receive timely communication
• documents stay organized
• tasks do not fall through the cracks
• the sales and build process runs smoothly

You will work directly with Kent and Richard supporting sales, operations, and administrative tasks.

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Key Responsibilities

Client & Sales Pipeline Support
• Enter new leads into CRM
• Update Kanban pipeline stages
• Track where each client is in the sales process
• Schedule calls between clients and leadership
• Send onboarding documents and information packets
• Track follow-ups and reminders
• Maintain organized client folders

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Email & Communication Management
• Monitor company email inbox
• Route messages to the correct person
• Draft simple responses for review
• Track unanswered client communications
• Send reminders for scheduled meetings

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Document & File Organization
• Maintain clean folder structures in Google Drive
• Upload invoices and receipts
• Organize project documentation
• Maintain client records
• Keep internal files easy to locate

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Financial Documentation Support
• Upload supplier invoices
• Track project expenses
• Assist with QuickBooks data entry
• Organize financial records by project
• Track client deposits and payments

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Operations & Task Tracking
• Maintain task lists in TaskTag
• Track internal to-do lists
• Follow up on outstanding tasks
• Help maintain internal dashboards
• Assist with administrative project tracking

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Tools You Will Use

You must be comfortable learning and working with:
• Google Drive
• Google Sheets
• Gmail
• CRM system (Odoo Kanban style pipeline)
• TaskTag
• QuickBooks
• Text-based communication

Training will be provided.

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Work Schedule
• 30+ hours per week
• Flexible schedule
• Must overlap 3–4 hours with Kentucky business hours (Eastern Time)

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Location Requirements

We are looking for candidates located in:
• North America
• Philippines
• Other regions with native-level English fluency

Clear communication is extremely important.

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Important Personal Qualities

This role requires someone who is:

Organized
You enjoy creating systems and keeping things structured.

Reliable
You follow through on commitments.

Detail Oriented
You catch small mistakes before they become problems.

Honest
If something goes wrong, you say so immediately.

Clear Communicator
You write professional emails and messages.

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This Role Is NOT
• A marketing role
• A social media manager
• A customer support call center position
• A short-term gig

We are looking for someone who wants a stable long-term working relationship.

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Growth Potential

As the company grows, this role could expand into:
• Office Manager
• Operations Coordinator
• Project Administrator

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How to Apply

Please submit:
1. Resume
2. Short written introduction (3–5 paragraphs)
3. Answers to the questions below

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Screening Questions

Please answer the following questions carefully.
1. Describe your experience organizing files or projects.
2. What tools have you used to manage tasks or projects?
3. If a client email comes in and you are unsure how to respond, what do you do?
4. Describe a time you made a mistake at work. What happened?
5. What hours are you typically available to work?

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Additional Notes

We value people who are honest, responsible, and committed to doing things the right way.

If you are dependable and enjoy helping a company stay organized and efficient, this could be a great long-term role.