Business Operations & Documentation Virtual Assistant

About Us

We are a growing highway and roadside maintenance business in the U.S. We handle debris removal, mowing, and litter-control operations using heavy equipment such as John Deere tractors. As we expand, we need a reliable and detail-oriented Virtual Assistant to help organize operations, documentation, and communication follow-ups.

Role Overview

You will serve as our operations coordinator and documentation assistant — supporting daily business tracking, vendor coordination, and follow-up tasks. You’ll help ensure that everything runs smoothly and nothing slips through the cracks.

Key Responsibilities

Prepare and update internal trackers (equipment, maintenance logs, fuel, repairs, job schedules).

Maintain digital documentation (contracts, invoices, quotes, inspection reports).

Follow up with vendors, mechanics, and service providers by email and WhatsApp.

Assist with scheduling and monitoring equipment maintenance and repairs.

Create or improve SOPs (standard operating procedures) and checklists.

Record and organize photos or reports from field crews.

Summarize weekly updates on operations, expenses, and open tasks.

Manage online tools (Google Drive, Excel Sheets, project trackers).

Communicate clearly with the owner via Slack/WhatsApp and produce daily status reports.

Qualifications

2 + years experience as a VA, operations assistant, or admin support.

Excellent written and spoken English.

Strong documentation and organization skills.

Proficiency with Google Workspace, Excel/Sheets, and task-tracking tools (ClickUp, Trello, or similar).

Comfortable working with technical details (equipment lists, invoices, maintenance schedules).

Self-starter with great follow-through and attention to detail.

Bonus: Prior experience in construction, landscaping, trucking, or field-service businesses.

What We Offer

Competitive pay and long-term stable position.

Training on our processes and systems.

Regular performance-based bonuses.

Opportunity to grow with the company and handle higher-level coordination roles.