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: 20–30 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