AI-Powered Virtual Assistant

About Us:
Modern Edison Electric has been in business since 2015, owner-operated and built from the ground up. We specialize in preventing electrical fires in historic homes across Sacramento and the surrounding areas — through panel upgrades, full house rewires, and fire safety inspections. Our clients are homeowners who take pride in their properties and trust us to protect them.
We are a systems-first company. We believe that repeatable processes, clear documentation, and smart automation are what allow a small team to do big work. We are constantly building and refining our SOPs — and we need someone who thinks the same way. We’re growing and need a sharp, AI-forward VA to help us run smoothly every day.

Key Responsibilities:
Permit & Documentation Management
• Pull permits and prepare necessary documentation for residential electrical projects
• Ensure accuracy and timely submission of all paperwork to the appropriate departments
Supplier Coordination
• Communicate with suppliers to order, track, and confirm delivery of materials
• Resolve issues related to supply chain delays or changes
Building Department & Inspector Liaison
• Schedule inspections with local building departments and inspectors
• Maintain compliance with relevant building codes and regulations
Client Communication
• Manage the owner’s calendar and schedule appointments
• Regularly update clients on project status and respond promptly to inquiries in a professional tone
• Handle inbound emails, messages, and follow-ups
• Take and return calls from potential leads and coordinate follow-ups
QuickBooks, Invoicing & Job Costing
• Create and send invoices using QuickBooks and follow up on unpaid balances
• Conduct job costing to ensure accuracy in tracking project financials
SOP Development & Process Improvement
• Track leads and update our CRM
• Follow, improve, and create SOPs to ensure consistency and quality across all recurring tasks
• Conduct research to identify efficiency improvements and cost-saving opportunities
• Collaborate with the owner to support a culture of process-driven work and AI-assisted automation
General Administrative Support
• Prepare documents, proposals, and reports
• Coordinate schedules and appointments with adequate preparation
• Send a daily End of Day report to the owner
• Handle admin tasks and keep operations running smoothly

Qualifications:
• AI-first mindset — you reach for ChatGPT, Claude, or other AI tools before asking for help. You use AI to build, not just to draft emails
• Systems builder — you don’t just complete tasks, you create repeatable processes, SOPs, and automations that remove bottlenecks
• Self-directed from Day 1 — minimal hand-holding required. You figure things out, take ownership, and come to your boss with solutions, not just problems
• 3–5 years of experience as an Executive Assistant, VA, or operations coordinator — required
• Experience in the construction or residential building industry — preferred
• Familiar with AI tools (ChatGPT, Claude, Notion AI, Zapier, Make, or similar) and actively uses them to get more done
• Proficient in Google Workspace (Docs, Sheets, Gmail, Drive)
• Familiarity with project management tools (Notion, Trello, Asana, or similar) — a plus
• Strong written English and excellent verbal communication
• Detail-oriented and proactive — you catch things before they become problems
• Able to manage multiple tasks independently with strong organizational and time management skills
• Available during Pacific Time zone business hours
• Reliable internet (minimum 25 Mbps) and a quiet workspace


Benefits:
? No daily commute — fully remote position
? Independent work structure
? Healthy work-life balance
? Health plan allowance / HMO
? Paid Time Off (PTO) days
? Sick Leave days
? Maternity Leave days
? Christmas Bonus

To Apply: Record a short Loom video (5–8 minutes) and include the link in your application. Your video must cover all three of the following:

1. What do you know about Modern Edison Electric? Tell us what we do, who we serve, and why that matters to you.
2. Walk us through a specific example of how you have used AI as a real work tool — not just for writing emails. Show us how you used it to complete a task, build a process, solve a problem, or save time. Be specific: what tool, what task, what result.
3. Applications without a Loom video will not be reviewed. This is your first test — follow the instructions.

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