Business Support Virtual Assistant - Office Management

Summary

Join 20four7VA as a Business Support VA and contribute to a construction company's success. This role involves managing client records, preparing proposals, assisting with bookkeeping, and providing administrative support. You will be responsible for maintaining CRM data, calculating job costs, organizing financial documents, and ensuring smooth project operations. The ideal candidate has a background in engineering or architecture, strong attention to detail, excellent communication skills, and the ability to work independently. This is a long-term opportunity with competitive rates, weekly payments, paid time off, and professional development opportunities.

Requirements

• 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
• G-suite - mandatory

Responsibilities

• 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
• 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
• 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
• 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
• 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
• Keep all files organized in Google Drive, ensuring easy access and logical structure
• Create and maintain templates for proposals, reports, and financial documents

Preferred Qualifications

• 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
• Background in Engineering, Architecture, or a related field – highly advantageous due to the technical nature of job costing and proposals
• Go High Level experience is a plus
• Joist - for estimating (huge advantage) (with experience in other similar tools)
• Atto - for timekeeping (huge advantage) (with experience in other similar tools)

Benefits

• Competitive rates
• Weekly payments
• Annual rate increase (based on performance)
• Paid time off
• Paid holidays
• Free training and upskilling
• Constant support and guidance from managers and mentors
• Clear schedules and guidelines
• A vibrant community always ready to support you