Virtual Assistant

About Alba
Alba Premium Painting delivers a white-glove experience in residential painting. We’re systems-driven and detail-obsessed. We’re hiring a Virtual Assistant to keep projects, timekeeping, reports, and HR admin running like clockwork.

The Role

You’ll be the behind-the-scenes operator: ensuring accurate timekeeping, daily CompanyCam client updates, job costing, AR-ready invoicing support, draft scheduling, HR admin, and crisp daily reports to leadership. You won’t be on the phone much—your superpower is organized, reliable email execution and immaculate data.

Core Responsibilities
Operations

Timekeeping: Check daily clock-ins/outs in QuickBooks Time; correct variances; follow up with crew leads.
CompanyCam EOD: Ensure crews submit client-ready written + photo End-of-Day reports (or collect by phone and write it up); send to client + management daily.
Job Costing: Record materials (Sherwin invoices) + labor hours by Job ID; deliver weekly job-cost rollup.
Job Setup: Create each sold job in QuickBooks Time (customer, Job ID, budgeted labor hours, assigned crew).
Daily Progress Email: For every active job, email field managers/owners: hours spent, hours remaining, % complete, risks.
Customer Success Artifacts: Ensure end-of-project report cards & satisfaction forms are uploaded to CompanyCam; send weekly summary (NPS, touch-ups hours, issues).
Draft Schedule: Maintain a live draft schedule based on hours burn, access, and updates.

HR Admin

Hiring: Post job ads; sort resumes; shortlist candidates; coordinate interviews.
Payroll Prep: Get biweekly timesheets approved; submit to office/Payworks on deadline.
Reviews: Schedule quarterly performance reviews; send reminders and prep docs.

Administrative


Email Support: Maintain an “Immediate Response” list for management; surface urgent items clearly.
Media Governance: Sort CompanyCam for strong photos; hold crews accountable for photo standards.
EOD Compliance: Track any missing client/management EOD reports; follow up until sent.
Scheduling & Setup: Schedule work on approved dates; ensure proper setup in QuickBooks Time.
Marketing Tracker: Update new leads into the Marketing Tracker weekly and reconcile counts.
Sales & Estimating Support (Email-Only)

Draft Quotes: Build quotes from estimator notes/photos; QA math/scope; export PDF; file and log.
Calendar: Track estimator calendar; block travel/prep time; create and share a visit Google Doc.

Requirements

2+ years in operations/admin VA or coordinator role (home services/trades a plus).

Expert with Google Workspace, QuickBooks Time, CompanyCam, spreadsheets; fast learner with CRMs.

Exceptional written English; clear, professional email tone.

Hyper-organized, detail-driven, and dependable with deadlines.

Comfortable working Pacific Time core hours for overlap.

Nice to Have

Experience with Mailchimp, job boards, and light graphic/screenshot documentation.
Familiarity with basic job costing concepts (labor burden, materials mapping).