Administrative Operations Virtual Assistant

We are hiring an Operations & Workflow VA to help organize and strengthen the back-office operations of a residential construction company. The role centers on building workflows in job site management software, processing invoices, coordinating with business clients, tracking crew paperwork and safety compliance, and preparing operational reports. This is an ideal role for someone who enjoys creating structure and systems in a growing business.

Key Responsibilities:
- Set up and maintain forms, workflows, and tracking tools within SiteMax job site management software
- Process and send invoices using QuickBooks Online and follow up on outstanding payments
- Handle business-to-business client communications and correspondence
- Track crew compliance with required paperwork and safety documentation
- Prepare summary reports and operational snapshots for management
- Assist with migrating time tracking and job data from QuickBooks Online to SiteMax
- Keep records accurate and organized across all platforms
- Suggest improvements to administrative processes as gaps are identified
- Take on additional administrative duties as the role develops

Mandatory Skills:
- Working knowledge of QuickBooks Online including invoicing and reporting functions
- Experience using project management, workflow, or job site management software
- Strong administrative and organizational abilities with a knack for building processes
- Comfortable working in a business that is still developing its internal systems
- High attention to detail for compliance and documentation tasks
- Self-motivated and capable of working independently with limited direction
- Clear and professional communication skills

Preferred Skills:
- Familiarity with the construction industry or construction-related operations
- Experience with SiteMax or comparable job site management tools
- Background in bookkeeping, accounts receivable, or invoice management
- Experience creating SOPs, process documentation, or workflow guides
- Knowledge of workplace safety compliance tracking
- Ability to juggle multiple tasks and adapt as the role expands

Why Join Us:
Join a growing construction company where you will have direct input in building the systems and processes that drive daily operations. This role offers room to grow as the business scales, and you will be valued as a key part of the team. If you are someone who sees opportunity in building things from the ground up, we would love to hear from you.