Admin Assistant with JobTread Experience

Virtual Admin Assistant
Type: Part-Time (Remote)

Position Overview

Position Title: Virtual Office Assistant
Location: Remote (International - Different Time Zone PST)
Employment Type: Part-time Virtual Assistant to start
Reporting To: Managing Director/ Site Manager


Core Responsibilities
1. PROJECT ADMINISTRATION & DOCUMENTATION
- Owner Estimate Packet Creation
- Compile and organize comprehensive estimate packets for property owners
- Ensure all required documentation, permits, and specifications are included
- Format and brand all materials according to company standards
- Coordinate with estimating team to ensure accuracy and completeness

- Contract Management & Welcome Packets
- Create and distribute welcome packets immediately upon contract signing
- Include all necessary project information, timelines, and contact details
- Set up client onboarding process and initial communication schedule
- Maintain contract database and ensure all signed documents are properly filed

- Integrated Checklist Management
- Develop and maintain project checklists that integrate with takeoff software
- Create phase-specific checklists for different trades and project stages
- Monitor checklist completion and flag any delays or issues
- Generate progress reports based on checklist status

2. FINANCIAL MANAGEMENT & REPORTING
- Insurance Tracking & Monthly Reports
- Maintain comprehensive insurance database for all projects and vendors
- Generate monthly insurance compliance reports
- Track policy expiration dates and coordinate renewals
- Ensure all subcontractors and vendors have current insurance certificates
- Flag any insurance gaps or compliance issues immediately

- Accounts Management
- Process creditor invoices and obtain payment authorizations
- Run creditor direct credit schedules and ensure timely payments
- Follow up on outstanding debtor invoices and payment collection
- Maintain accurate financial records and filing systems
- Assist with budget reporting and cost center analysis

3. ESTIMATING & TAKEOFF SUPPORT
- Estimating Assistance
- Support estimating process by organizing and preparing takeoff materials
- Input standardized pricing and labor costs into estimating templates
- Create cost breakdowns that executives can review and finalize
- Maintain pricing databases and vendor cost information
- Generate preliminary estimates for executive review and adjustment

- Takeoff Coordination
- Organize project plans and specifications for takeoff process
- Coordinate with takeoff software systems and input basic measurements
- Prepare takeoff summaries and material lists
- Track takeoff progress and ensure timely completion

4. CLIENT COMMUNICATION & RELATIONSHIP MANAGEMENT
- Weekly Client Updates
- Prepare and send weekly progress reports to all active clients
- Coordinate project photos and visual updates
- Manage client inquiries and route to appropriate tea ---------- mbers
- Maintain client database with updated contact information and preferences

- Customer Service
- Handle incoming calls and emails during overlapping business hours
- Take detailed messages and ensure timely follow-up
- Manage appointment scheduling and calendar coordination
- Process change orders and client requests

5. PROJECT COORDINATION & QUALITY CONTROL
- Quality Control Documentation
- Maintain and update quality control forms for each trade
- Create inspection checklists and documentation templates
- Track quality issues and coordinate resolution
- Generate quality reports and trend analysis

- Vendor & Shipping Coordination
- Obtain shipping quotes and coordinate delivery schedules
- Confirm orders and delivery addresses
- Track shipments and manage delivery logistics
- Maintain vendor performance records

Time Zone Considerations & Communication Protocols
Working Hours Coordination
- Overlap Hours: Establish 2-3 hours of overlapping business hours for urgent communications
- Daily Check-ins: Morning briefing (your evening) and end-of-day summary (your morning)
- Emergency Contact: Provide emergency contact protocol for urgent project issues

Communication Tools & Systems
- Primary Communication: Video conferencing for daily check-ins
- Project Management: Shared project management software with real-time updates
- File Sharing: Cloud-based systems for document access and collaboration
- Instant Messaging: For quick questions and status updates during overlap hours

Required Skills & Qualifications
Technical Skills
- Proficiency in Job Tread construction/project management software
(Essential- minimum 1 yr experience)
- Advanced Microsoft Office Suite and Google Workspace
- Experience with CRM systems and database management
- Basic understanding of construction processes and terminology
- Google Sheets / Excel (Essential- 2 yrs experience)
- Drive/Dropbox File Management
- Clear written and verbal English
- Strong attention to detail and accuracy

Professional Skills
- Excellent written and verbal English communication
- Strong organizational and time management abilities
- Attention to detail and quality control mindset
- Customer service excellence
- Financial record keeping and basic accounting principles

Personal Attributes
- Self-motivated and able to work independently
- Reliable internet connection and professional home office setup
- Flexible with time zones and urgent project needs
- Professional demeanor for client interactions
- Trustworthy with confidential company and client information

Performance Metrics & Expectations
Quality Standards
- 99 percentage accuracy in documentation and reporting
- 24-hour response time to non-urgent communications
- 2-hour response time during overlapping business hours
- Monthly insurance compliance reports with zero gaps
- Weekly client communication completion rate of 100%

Growth Objectives
- Develop expertise in company-specific software and processes within 90 days
- Establish efficient workflows that reduce executive administrative burden
- Build strong vendor and client relationships that support business growth
- Continuously improve processes and identify efficiency opportunities

READY TO APPLY?
Don't just send a resume—tell us why you’re the organized "Super-star" we’re looking for!

Message your application with the subject line “Meet [First and Last Name], Your New Admin Assistant”. Include why you’re the best candidate, years using JobTread, years in construction office, and the code word “Super-Star” in the body of the message. Attach a video with you telling us all this. Can’t wait to virtually e-meet you!