Administrative Operations Virtual Assistant

Job Summary:
A residential construction company is looking for a detail-oriented Operations & Workflow VA to support its operational and financial processes. The primary focus of this role is configuring workflows in job site management software, managing invoicing through QuickBooks Online, ensuring crew members stay on top of compliance paperwork, and generating reports that give leadership a clear view of field operations. The right candidate is organized, adaptable, and comfortable stepping into a role where systems are still being built.

Key Responsibilities:
- Design and implement workflow forms and tracking systems within SiteMax
- Manage invoice creation and distribution through QuickBooks Online
- Follow up with business clients on payments and correspondence
- Monitor and ensure crew members submit required safety and compliance documents on time
- Compile and deliver regular operational reports for the business owner
- Support the company's transition of time tracking from QuickBooks to SiteMax
- Maintain clean and organized data across all management platforms
- Identify inefficiencies and recommend process improvements
- Handle additional administrative responsibilities as they arise

Mandatory Skills:
- Proficiency with QuickBooks Online for invoicing and financial tracking
- Experience working with project management or workflow-building platforms
- Solid organizational skills and the ability to develop processes where none currently exist
- Willingness to work in a dynamic environment with evolving responsibilities
- Meticulous attention to detail when handling compliance and financial documentation
- Dependable and able to deliver quality work with minimal oversight
- Strong written communication skills for client and team coordination

Preferred Skills:
- Previous exposure to the construction sector or knowledge of construction terminology
- Hands-on experience with SiteMax or a similar field management application
- Background in invoicing, accounts receivable, or light bookkeeping
- Track record of writing SOPs or building operational documentation from scratch
- Understanding of safety compliance requirements in a trades or construction setting
- Comfortable managing competing priorities and growing with the role

Why Join Us:
This position puts you at the center of a company that is investing in its future by building stronger operational foundations. You will have the freedom to shape how things are done and the satisfaction of seeing your work make a real difference. We are looking for someone who is ready to grow alongside us.