Job Description
We are seeking a highly organized and reliable General Virtual Assistant to provide comprehensive administrative and operational support. The ideal candidate will have strong communication skills, excellent attention to detail, and the ability to manage multiple tasks with minimal supervision. This role is vital in ensuring the smooth day-to-day operations of our business by handling administrative tasks, data management, scheduling, and client communications.
Job Title
-
General Virtual Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Minimum of two (2) years work experience as administrative position.
- Strong organizational and multitasking abilities.
- Proficiency in Google Suite (Docs, Sheets, Calendar, Gmail) and Microsoft 365.
- Experience in AI, SharePoint, Canva & JotForm will be advantageous.
- Strong knowledge of spreadsheets (Google Sheets/Excel), including formulas, filters, and formatting.
- Excellent written and verbal communication skills.
- High attention to detail and ability to handle sensitive information discreetly.
- Comfortable working independently and managing multiple tasks simultaneously.
- Have some construction background knowledge is required.
- Familiarity with PDF for marking & take off.
Job Responsibilities
- Take meeting minutes via dictation or recording, distribute them to relevant stakeholders.
- Follow instructions to send emails and make calls.
- Enter Purchase Order information from PDFs into the Call Forward form in Google Sheets/Excel or SharePoint (e.g., PO number, supplier).
- Create spreadsheets as directed.
- Handle basic data entry tasks.
- Respond to enquiries and coordinate tasks across the team as required.
- Book subcontractors/suppliers as directed by the client from a list of pre-determined suppliers for deliveries or job scheduling and enter this into Call Forward.
- Follow up on job call-ups/emails as directed.
- Organise meeting calendars and notify of any scheduling clashes.
- Prioritise incoming emails and respond as needed, including chasing Chris or myself for replies.
- Manage sales/marketing email as directed and provide responses to enquiries, as well as updating register.
- Manage email and calendar functions as trust builds.
- Document systems, policies, and procedures—this may include creating flowcharts.
- Perform general ad-hoc administration duties.
- Create and/or help improvise the current documentation.
- Convert existing and/or create a new document into Electronic version doc (eg: fillable pdf form).
- Ability to read Architectural plans/drawings.
- Ability to mark pdf documents with comments and/or insert photo for documentation.
- Assist with quote/PO comparisons, include follow up on outstanding quotes, paper works or bookings.
- Maintain supplier contacts and update pricing as directed.
- Maintain and organize cloud folders, incl uploading photos as directed. Eg: from email to job folders & file and document it properly.
- Maintain a structured and version-controlled document filing system, ensuring all records (e.g. drawings, contracts, correspondence) are accurately filed, dated, and tracked (e.g. Issue A, B, C).
- Help with preparing sales documentation, such as: Budget Estimates, comparing cost from previous quotes, prepare scope of works, etc.
- Support in social media posts, e.g. Facebook and Instagram, as directed.
Good luck and God Bless!