Construction Administrative & Operations Virtual Assistant

About the Role
We are seeking a highly dedicated, detail-oriented, and reliable Virtual Assistant to serve as the operational backbone for a construction professional. This is a full-time position for someone who thrives on precision and understands that the success of a construction project depends on the accuracy of the "back-office" operations.
You will be responsible for managing the data, finances, and logistics that keep our job sites moving forward. The ideal candidate is a "numbers person" with a no-error mindset when it comes to bookkeeping, estimating, and procurement. We are looking for a long-term partner who will take ownership of these systems and ensure flawless execution.
This is a full-time commitment of 160 hours per month (40 hours per week).
Preferred Working Hours
The assistant must be available to work daily during standard business hours: 9:00 AM to 6:00 PM EST.
Core Responsibilities
1. Data Management & Financial Bookkeeping
Maintain the financial health of all active projects through meticulous record-keeping.
Bookkeeping: Manage daily financial entries, reconcile accounts, and ensure all business expenses are categorized correctly for tax and project-tracking purposes.
Spreadsheet Management: Expertly maintain and update complex project data within Excel and Google Sheets to track budgets, labor costs, and project timelines.
Invoice Verification: Review and double-check all subcontractor and vendor invoices for accuracy against quoted prices and work completed.
2. Estimating & Procurement Logistics
Support the bidding process and the supply chain to ensure project profitability and site efficiency.
Estimation Support: Assist in preparing project estimates by pulling current market costs, calculating material quantities, and organizing data into professional bid documents.
Ordering & Tracking: Manage the end-to-end process of ordering construction materials and furnishings. You will track orders, confirm delivery dates, and proactively resolve any backorder or shipping issues.
Vendor Relations: Maintain a database of suppliers and subcontractors, ensuring pricing remains competitive and insurance certificates/contracts are up to date.
3. Executive Administrative & Operations Support
Ensure day-to-day business operations are streamlined, organized, and professional.
Project Documentation: Accurately input and organize project notes, client information, site photos, and daily reports into our internal management systems.
Communication Management: Manage and organize business communications, including emails and scheduling site visits or inspections.
Process Improvement: Identify opportunities to streamline administrative workflows to avoid costly mistakes and improve turnaround times.
Qualifications and Candidate Profile
We are looking for a high-level professional who possesses a high degree of dedication and "ownership" over their work.
Technical Mastery: Advanced proficiency in Excel and Google Sheets (you should be comfortable with formulas, linking sheets, and high-level data organization).
Bookkeeping Experience: Proven track record in basic accounting principles and bookkeeping software (e.g., QuickBooks or Xero).
Meticulous Attention to Detail: Exceptional focus when managing invoices, pricing, and ordering logistics to ensure zero-error output.
Construction Literacy: Previous experience in the construction or trade industry is highly preferred. You should understand (or be eager to learn) construction terminology and material types.
Critical Thinking: Demonstrated ability to think proactively, solve logistical problems independently, and flag potential budget overruns before they happen.
How to Apply
If you are a dedicated professional with a strong administrative and bookkeeping background, please submit your resume and a brief introduction highlighting your experience with Excel, construction logistics, and financial tracking to: ----------