Administrator, Maintenance (Construction Operations)

Remote / Virtual Role

We are seeking a detail-oriented Virtual Assistant to support administrative workflows within BuildOps. This role focuses on ensuring accurate invoicing, maintaining job records, assisting with accounts receivable follow-ups, and providing dispatch support when needed. The ideal candidate is organized, proactive, and comfortable working with service management systems.

• Review completed work orders in BuildOps and prepare invoices for approval
• Verify all required details are included (labor, materials, charges, notes, photos, and supporting documents)
• Identify and flag incomplete or missing job information prior to invoicing

• Monitor overdue invoices and send professional payment reminders
• Track customer responses and maintain communication records
• Escalate collection concerns when necessary

• Enter and process purchase orders accurately
• Match receipts and expenses to the correct jobs
• Ensure proper documentation and job costing records are maintained

• Assist in creating and updating job schedules
• Support dispatch coordination when required
• Ensure job details are accurate and up to date in the system

• Strong attention to detail and organizational skills
• Ability to follow processes and work independently
• Good written and verbal communication skills
• Experience with administrative support or virtual assistant roles

• Experience using BuildOps or similar service management software
• Background in invoicing and accounts receivable
• Familiarity with purchase orders and expense tracking
• Experience with dispatching or scheduling
• Knowledge of accounting tools such as QuickBooks

• Accuracy and attention to detail
• Time management and task prioritization
• Problem-solving and initiative
• Professional communication
• Ability to maintain organized records