Virtual Assistant - Recovery Housing Operations

Virtual Assistant - Recovery Housing Operations
Olive Branch Culture | Kitsap County, Washington | Remote - Philippines preferred

Pay $500/month USD
Hours 20 hours/week
Schedule Pacific Time mornings preferred - Mon through Fri, with a required weekly video check-in on Monday morning (Pacific Time) for the first few months
Start Date ~June 29, 2026
Contract Type Part-time independent contractor
Application Skills test required before interview


About Olive Branch Culture
Olive Branch Culture (OBC) is a nonprofit recovery housing organization based in Kitsap County, Washington. We operate four men's recovery residences - Blue Oak House, White Willow House, Phinney Bay House, and Callow House - providing stable, structured housing for men in recovery from addiction.
We are WAQRR-accredited, receive funding through state grants (WAQRR), and work closely with the Department of Corrections, Kitsap Community Resources (KCR), and community referral partners to serve men transitioning from incarceration or treatment into stable housing.
Our Executive Director, Terri Arcieri, runs day-to-day operations across all four houses. This VA hire is the first administrative support role in OBC's history. You will be building systems, not inheriting them - everything is documented, organized, and ready for you.
Learn more about us at ----------


The Role
We are looking for a detail-oriented, reliable Virtual Assistant to take over the day-to-day administrative operations of OBC - so Terri can focus on leadership, growth, and grant development.
This is not a general VA role. It is a specialized operations position with real responsibility for resident payments, grant compliance tracking, vacancy reporting, and agency communications. You will have documented SOPs for every task, 12 training videos to guide your onboarding, and direct access to Terri via text for questions.
If you are looking for a long-term role where you can grow, take ownership of systems, and eventually expand your responsibilities - this is it.

This role is built around 11 documented SOPs. Before your first day, you will have watched 12 training videos and read every SOP. There are no surprises - just well-organized work.


What You Will Do
Your weekly responsibilities fall across four areas:

Daily - Every working day:
• Monitor ---------- - triage and label incoming emails (resident applications, DOC referrals, KCR documents, marketing)
• Monitor ---------- - log utility bills in the Utilities Tracker and file in correct folders
• Update the Bed Fee Tracker with any payments received
• Update the KCR Tracker with any milestones reached
• Check the Compliance Calendar for any 30-day deadline flags

Weekly - Every Friday:
• Compile and send Terri a Friday summary report covering: occupancy and vacancies, payment status across all four houses, Sobriety Hub status, Commonly Well compliance (Phinney Bay and Callow), PAR report status, exits and applications, and KCR milestone tracking

Monthly - By the 30th:
• Export Sobriety Hub monthly occupancy report and file to Google Drive
• Export Commonly Well monthly compliance reports for Phinney Bay and Callow House
• Confirm PAR report is completed and ready for Terri to file on the first day of the following month
• Confirm all tracker files (Bed Fee, KCR, Utilities) are current
• Review Compliance Calendar - flag any items due within 30 days to Terri

As Needed - Triggered tasks:
• New resident applications: acknowledge within 2-3 hours, screen for disqualifiers, schedule screening call with Terri
• DOC referrals: collect intake information, notify Terri immediately, coordinate scheduling
• New Resident: add to bed board, Sobriety HUB, PAR workbook, email house manager
• KCR monthly cycle: generate Pay or Vacate notices, send resident reminders, complete LLPW in PandaDocs, track Promissory Notes
• Resident exits: run exit checklist, update PAR workbook and Sobriety Hub, calendar 72-hour and 45-day follow-up deadlines, notify Dalton (Operations Manager)
• Vacancy alerts: notify Terri within 2 hours of any bed opening
• Referral partner support: maintain the partner contact list and track referral sources

Systems You Will Use
You will be trained on all of these before Day 1. Prior experience is a bonus but not required - we will teach you our way.

Google Workspace Gmail ---------- ---------- Google Drive (Shared Drive with all SOPs, trackers, and templates)
Sobriety Hub Bed board, resident applications, resident records, occupancy tracking, monthly exports
Commonly Well WAQRR grant compliance tracking for Phinney Bay and Callow House
PandaDocs KCR and HEN landlord document completion and signing
Paubox HIPAA-compliant encrypted email - required for all communications containing resident personal information (names, DOBs, case numbers). Integrates with Gmail so it works like regular email with encryption running underneath.
Autobooks Payment notifications arrive by email in ---------- no Autobooks login needed. Log each payment in the Bed Fee Tracker and file the notification email.
Excel (Google Drive) Bed Fee Tracker, KCR Tracker, Utilities Tracker, WAQRR PAR Workbook



Who We Are Looking For

Required:
• Excellent written English - you will be drafting emails, reports, and communications on behalf of OBC
• Strong attention to detail - resident payments, grant compliance, and PAR reporting have no room for error
• Reliable Pacific Time morning availability, Monday through Friday, with stable high-speed internet (minimum 25 Mbps down / 10 up), a working webcam, and a quiet space for weekly Monday video check-ins
• Comfortable working in Excel spreadsheets - entering data, updating trackers, reviewing figures
• Ability to follow documented procedures precisely and ask when something isn't covered
• Professional and discreet - you will be handling sensitive resident information (HIPAA applies)
• Proactive communicator - you text Terri when something needs attention, not after the fact

Strongly preferred:
• Prior VA experience supporting a nonprofit, healthcare, social services, or property management organization
• Experience with Google Workspace (Gmail, Drive, Shared Drives)
• Experience managing email inboxes with labeling and folder systems
• Familiarity with US-based compliance or grant reporting environments

This role is NOT a good fit if:
• You need tasks assigned to you each day - this role requires you to run your own checklists
• You prefer creative or varied work - this is a systems-and-process role with recurring structure
• You are uncomfortable with sensitive topics - residents are in recovery from addiction, and communications must be handled with care and professionalism


What You Can Expect From Us
• A fully documented role - 11 SOPs, 12 training videos, and a detailed onboarding plan before Day 1
• Direct access to Terri via text during your working hours - you are never left without support
• A stable, long-term role with the opportunity to grow hours and responsibilities over time
• A meaningful mission - the work you do directly supports men rebuilding their lives in recovery
• Payment via Wise on the 1st and 15th of each month


How to Apply
Applications are reviewed in the order received. We will be selecting a small shortlist from the first 10 days of applications.

Step 1 - Apply on OnlineJobs.ph with all of the following items:
• Updated resume
• DISC Personality Test results - take the free test at ---------- /disc-personality-test#assessment and screenshot or download your result summary
• Highest level of education completed (self-reported - no transcript needed)
• Screenshot of your internet speed test from speedtest.net (minimum 25 Mbps download, 10 Mbps upload)
• A 1-2 minute introduction video - briefly introduce yourself, your background, and why you are interested in this role
• A brief cover message (3-5 sentences) answering the question at the bottom of this posting
Step 2 - Shortlisted candidates will receive a skills test. The test takes approximately 60-90 minutes and covers Excel data entry, email drafting, and process following. Results are due within 48 hours.
Step 3 - Top candidates will be invited to a 30-minute video interview with Terri the week of June 22 – 24.
Step 4 - Offer sent to selected candidate by June 25th. Target start date: June 29, 2026.

In your cover message, please answer this question in 2-3 sentences:
"Describe a time you managed a recurring process that required precision and consistency. What did you do to make sure nothing fell through the cracks?"


Olive Branch Culture | Kitsap County, Washington | ---------- | June 2026