Administrative Operations Virtual Assistant

The ideal candidate is resourceful, detail-oriented, and fully comfortable working in environments where processes are still actively being developed.

Key Responsibilities:

• Build and configure forms, workflows, and tracking systems within SiteMax job site management software
• Send invoices and follow up on outstanding payments through QuickBooks Online
• Manage business-to-business client correspondence and proactive follow-ups
• Monitor crew compliance with paperwork submissions and safety documentation requirements
• Compile operational reports and progress snapshots for management review
• Support the transition of time tracking and job data from QuickBooks Online to SiteMax
• Maintain organized and accurate records across accounting and job site management platforms
• Identify opportunities to streamline administrative processes and improve operational efficiency
• Assist with general administrative tasks as the role continues to grow and evolve

Mandatory Skills:

• Proficiency in QuickBooks Online, including invoicing and basic reporting functions
• Experience with job site management, project management, or workflow-building software
• Strong organizational and administrative skills with the ability to build reliable systems from scratch
• Comfortable operating in a business environment where structures and processes are still being established
• Excellent attention to detail, particularly around compliance tracking and documentation accuracy
• Reliable, detail-oriented, and capable of working independently with minimal oversight
• Strong communication skills with the ability to coordinate effectively across teams

Preferred Skills:

• Experience in the construction industry or a working knowledge of construction operations and terminology
• Prior hands-on experience using SiteMax or comparable job site management platforms
• Background in accounts receivable, invoicing, or bookkeeping
• Experience developing SOPs, structured workflows, or operational documentation from scratch
• Familiarity with safety compliance tracking and crew management processes
• Ability to manage multiple concurrent projects and adapt as responsibilities expand over time

If you thrive in dynamic environments and find real satisfaction in creating order from complexity, this role is an excellent fit.