Offer summary

Qualifications:

Background in Engineering, Architecture, or a related field is highly advantageous., Strong attention to detail and understanding of construction or technical project scopes is essential., Excellent written and verbal communication skills are required., Experience with Go High Level and G-suite is mandatory, with familiarity in estimating and timekeeping tools being a huge advantage..

Key responsabilities:

Maintain and organize client records, leads, and pipelines in CRM.

Collaborate with the bookkeeper for job costing and prepare professional proposals for clients.

Respond to emails and manage client communications promptly and professionally.

Assist in monitoring project progress and ensure compliance with SOPs while providing general administrative support.

Job description

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CPT-8566 Business Support VA - Office Management

REQUIRED SERVICE: Business Support
REQUESTED EXPERIENCE TIER LEVEL: Senior to Advanced Level
MIN. HOURS/WEEK: 20 hours/week to start
SHIFT TIME ZONE: PST
SHIFT HOURS: 12 PM or 1 PM PST
SHIFT DAYS: Monday to Friday
Number of VAs: 1

GENDER PREFERENCE: any
LANGUAGES SPOKEN/PREFERENCE: English
ACCENT PREFERENCE: neutral English/ no thick accent
REGION PREFERENCES: Philippines, Mexico

RESPONSIBILITIES:

CRM Management (Go High Level):
Maintain and organize client records, leads, and pipelines
Convert email communications into CRM entries and keep all relevant data updated
Set up and monitor automations and follow-up sequences when applicable
Job Costing & Proposal Preparation:
Collaborate closely with the bookkeeper to calculate accurate job costing for various projects
Review project requirements, labor, materials, and subcontractor inputs to generate costing sheets
Prepare professional proposals and cost breakdowns for client review
Track project costs against budgets and flag discrepancies
Assist in reviewing historical job data to improve future estimates and accuracy
Bookkeeping & Financial Support:
Organize receipts, invoices, and financial documents to assist the bookkeeper
Help prepare for tax season by maintaining up-to-date and well-organized files
Assist in payroll oversight and timekeeping data entry as needed
Communication & Correspondence:
Respond to emails promptly and professionally on behalf of the business
Manage and prioritize incoming messages
Eventually answer client calls and inquiries, providing helpful responses or directing to appropriate parties
Project and Process Oversight:
Follow and help enforce project-specific SOPs (Standard Operating Procedures)
Assist in monitoring project progress and documentation compliance
Provide general administrative support and help keep operations running smoothly
Document Management:
Keep all files organized in Google Drive, ensuring easy access and logical structure
Create and maintain templates for proposals, reports, and financial documents
Ideal Candidate Profile:
Looking for a long-term role and ready to grow with the company
Flexible, dependable, and comfortable wearing multiple hats
Thrives in a growing business environment where responsibilities may evolve

QUALIFICATIONS:

Background in Engineering, Architecture, or a related field – highly advantageous due to the technical nature of job costing and proposals
Strong attention to detail and understanding of construction or technical project scopes
Excellent written and verbal communication skills
Creative, assertive, and a critical thinker – someone who can take initiative and solve problems independently
Comfortable working remotely with minimal supervision

APPLICATION SOFTWARE KNOWLEDGEABLE/REQUIRED:

Go High Level experience is a plus
Phone call c/o client
G-suite - mandatory
Joist - for estimating (huge advantage) (with experience in other similar tools)
Atto - for timekeeping (huge advantage) (with experience in other similar tools)

CLIENT INDUSTRY: Construction