High Level Operations VA

We are a U.S.-based commercial electrical contractor seeking a high-performance OperationsVA to take ownership of office systems, financial tracking, project organization, and customer communications. This is NOT an entry-level admin role. We need someone proactive, highly organized, and experienced especially in QuickBooks and Google Drive systems.

Core Responsibilities
• Manage company phone lines and handle customer communications professionally
• Respond to emails and coordinate communication between field and clients
• Create and send invoices in Knowify
• Manage Accounts Receivable and follow up on overdue payments
• Enter vendor bills and maintain clean financial records
• Organize and maintain structured Google Drive project folders
• Track change orders from request to billing
• Support service call scheduling and fast invoice turnaround
• Build SOPs and improve internal workflows

Knowify Responsibilities (CRM)
• Create and set up new jobs correctly in Knowify
• Maintain accurate job budgets and cost codes
• Enter and track change orders within Knowify
• Update job progress and percent complete
• Track labor hours and job cost reports
• Ensure invoices generated in Knowify match project billing schedules
• Monitor job profitability and flag cost overruns
• Maintain clean and accurate data between Knowify and QuickBooks

Please put Construction in the Subject Line so we know you have read the job post.

Required Experience
• Advanced QuickBooks experience (construction/service-based preferred)
• Strong Knowify (or equal CRM) experience (job costing and billing)
• Advanced Google Drive organization skills
• Strong English verbal and written communication
• Professional phone presence
• Detail-oriented and process-driven
• Ability to work independently without constant supervision

Performance Measured By
• Invoice turnaround speed
• Reduction in overdue AR
• Accuracy of QuickBooks and Knowify entries
• Clean job cost reporting
• Organization of digital files
• Responsiveness to customers and internal team


To Apply please include:
1. Years of QuickBooks experience
2. Description of your Google Drive organization system
3. Experience with U.S. construction or service businesses 4. Your monthly or weekly rate
5. Internet speed test results

Only experienced applicants will be considered.