Admin Assistant

Employer based in · Remote

Hiring talent from: all countries

Admin Assistant (VA1)Provide administrative support to Construction Management Business and Real Estate Project Setup & CoordinationCollect project details (name, start/end date, laborer type) Communicate with Charlotte Labor Source to confirm availability, rates, and approvals Obtain and track signed work orders or purchase orders Request and submit Certificates of Insurance (COIs) with missing details File & Document ManagementCreate and organize project folders in Dropbox with subfolders (Work Orders/COIs, CLS Open, CLS Close, Job Cost Sheet) Maintain project cheat sheet with key details (project #, PM, superintendent, invoicing contacts) Save and organize signed contracts, invoices, and COIs QuickBooks ManagementSet up new projects with company name, project #, address, and invoicing contacts Enter new contract employees with accurate rates (regular and OT) Enter timesheets, invoices, and attach supporting documents Record CLS invoices into a tracking spreadsheet linked to Omni invoices Timesheet & Invoice SupportCollect weekly timesheets from PMs (due Tuesday, week runs SunSat) Verify and key in hours for invoicing by Thursday Ensure accuracy with project CLASS and rates Communication & Follow-upsCheck and respond to emails daily (MF) Follow up with Charlotte Labor Source weekly for updated names/rates Check in weekly with superintendents about laborer performance Keep track of all new hires, start dates, and rates Managing client interactions Email ManagementSetting up emails Client Detailed Task list (Construction Management) Basic Social Media (Real Estate)Create 57 reusable design templates in Canva (e.g., social media posts, flyers, presentations) that align with the brands style and can be easily updated for future use Experience and ProficiencyExcellent English communication skills (written and verbal) Should have administrative support experience either from a corporate set-up or as a VA **IMPORTANT Should have CRM management experience Should have Canva experience Experience in QuickBooks is a strong plus Real Estate background or experience is a strong plus Personality RequirementsCritical thinker Self starter Organized Detail oriented Proactive Resourceful Personable Collaborative Communicative Engaged Talent Aligned Collaboration HoursMonday to Friday, 8:00 AM to 12:00 PM or 10:00 AM to 2:00 PM EST (20 hours per week)Part-time initially and could grow potentially into full-time in the next 6 months Engagement Compensation$4 and up/hr. -** open for a good mix of talentsExperienced Talents, Corporate-experienced Engaged Talent CommunicationWork Email WhatsApp Engaged Talent Commencement DateASAP Final Alignment Session ScheduleFriday, 12th of September at 3:00 PM EST (2:00 PM CST) Onboarding Call Recording Link Notes: **Client's business partner (Janelle Rayford) will be attending the Final Alignment Session. Client Detailed Task list (Construction Management) Schedule notes: Friday, 12th of September at 3:00 PM EST (2:00 PM CST)