Administrative Assistant

An established U.S.-based construction company is seeking a reliable Virtual Administrative Assistant to support daily operations and streamline internal processes. This role focuses on administrative and operational coordination rather than sales and involves managing schedules, communications, documentation and project administration.

The ideal candidate is highly organized, detail-oriented, bilingual in English and Spanish and experienced in construction-related administrative tasks.

Key Responsibilities

Manage calendars, appointments and job scheduling

Oversee email inboxes and professional correspondence

Coordinate job processes and internal workflows

Prepare, complete, and submit residential and commercial permit applications

Type and format detailed project estimates using Xactimate based on provided information

Communicate with internal team members and subcontractors

Maintain accurate project documentation and records

Provide general administrative support as needed

Required Qualifications

Fluency in English and Spanish (spoken and written)

Proven administrative experience, preferably in construction or a related industry

Strong organizational and time-management skills

Excellent written communication skills

Ability to work independently in a remote environment

Proficiency with email, scheduling tools, and standard office software

Preferred Qualifications

Experience with Xactimate (highly desirable) or willingness to learn

Familiarity with U.S. construction processes and terminology

Experience preparing permits and project documentation

Prior remote work experience

Work Schedule Initial commitment: 2030 hours per week

Opportunity to increase to 40 hours per week based on performance and business needs

Additional Information

Role is administrative in nature and not focused on client-facing sales

Communication with clients is primarily via email, with occasional phone interaction

Payroll, benefits, recruitment and HR support are managed by a third-party service provider