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https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISHJob ID: CHADJ1EAIndustry: Construction & Civil EngineeringLocation: South AfricaEmployment Type: Full-TimeWork Schedule: Monday–Friday | 8:00 AM–5:00 PM ESTCompensation: $2,500–$3,000 per monthStart Date: ASAPBecome the Right-Hand Partner to a Growing Construction Business OwnerAre you a highly organized Executive Assistant with strong bookkeeping, cash-flow management, and operational coordination experience?We are looking for an exceptional Executive Assistant to work directly with the owner of an established and rapidly growing construction and civil engineering firm based in Richmond, Virginia.This is not a traditional administrative support role. You will become a trusted operational partner responsible for helping bring structure to a fast-moving, field-based business. Your work will directly impact cash flow, project organization, job costing, communication, and the systems that support the company's continued growth.If you enjoy taking ownership, solving problems, building better processes, and helping a busy executive reclaim valuable time, this is an opportunity to make a significant impact.About the ClientOur client is the owner of an established, fast-growing construction and civil engineering firm operating in a high-demand, field-based environment.The owner currently manages a significant portion of the company's administrative workload while working 70–80 hours per week across field operations and business leadership.As the company continues to grow, the client is making a strategic investment in dedicated executive support. You will be among the first remote professionals integrated directly into the company's core operations.The goal is simple: build stronger systems, improve operational visibility, protect the owner's time, and create a scalable administrative foundation for future growth.About the RoleAs the Executive Assistant, you will serve as the owner's trusted right-hand partner and take direct ownership of key administrative and operational workflows.Your primary focus will include:Cash-flow administrationInvoicing and accounts receivableJob costing and expense trackingQuickBooks managementEmail and document organizationField receipt processingProcess improvement and SOP developmentGeneral executive and operational supportYou will work closely with the owner and interact with field contractors, vendors, and other stakeholders to ensure information is organized, deadlines are met, and important documentation is properly maintained.This role requires someone who can bring structure to a busy environment without needing constant direction.Key ResponsibilitiesCash Flow, Bookkeeping & Job CostingThis is the highest-priority area of the role.Prepare and issue invoices accurately and promptly.Monitor accounts receivable and payment statuses.Proactively follow up on overdue invoices and outstanding payments.Support healthy and predictable cash flow through consistent tracking and follow-up.Code expenses, receipts, and vendor invoices to the appropriate job files in QuickBooks OnlineMaintain accurate job-costing records.Organize financial documentation and supporting records.Field Receipt ManagementEstablish and maintain an efficient process for collecting receipts from field contractors.Track receipt submissions and ensure documentation is received promptlyMatch receipts to the appropriate projects and expenses.Maintain accurate records for accounting and job-costing purposes.Help improve field-to-office workflows to reduce missing information and delays.Inbox & Communication ManagementManage and organize high-volume email traffic in Microsoft Outlook.Create and maintain project-based folders and filing systems.Archive important communications to maintain accurate and accessible project records.Help maintain strong documentation and paper trails for operational and legal purposes.Screen and prioritize inbound communicationsReview incoming receptionist call summaries and identify items requiring immediate attention.Escalate critical issues while filtering unnecessary distractions from the owner's schedule.Operational Support & Process ImprovementTake ownership of recurring administrative responsibilities.Help identify operational bottlenecks and opportunities for improvement.Create structure around remote-to-field workflows.Develop and document Standard Operating Procedures (SOPs)Build clear processes for tasks such as receipt collection, expense reporting, document filing, and administrative coordination.Maintain organized systems that support long-term business growth.Executive & General Administrative SupportSupport calendar coordination, scheduling, and operational logisticsAssist with travel planning and arrangements when needed.Coordinate administrative tasks across projects and stakeholders.Handle ad-hoc operational requests with professionalism and urgency.Take initiative to resolve administrative issues before they become larger problems.Help reduce the owner's administrative workload and protect time for strategic and field responsibilities.What We're Looking ForRequired QualificationsProven experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar roleStrong hands-on experience with QuickBooks OnlineSolid background in bookkeeping, invoicing, and accounts receivableExperience tracking expenses, receipts, and financial documentationExcellent organizational and document management skillsStrong experience using Microsoft Outlook and Microsoft OfficeComfortable working with Google WorkspaceExceptional written and spoken English communication skills.Ability to manage multiple priorities independentlyClose attention to detail and accuracyStrong sense of ownership and accountabilityComfortable working directly with a business owner in a fast-paced environmentHighly PreferredExperience supporting construction, civil engineering, trade, contracting, or field-service businessesExperience with construction-related job costingBackground working with contractors, vendors, or field teamsExperience managing high-volume project documentationBilingual English and Spanish communication skillsSpanish proficiency is a strong advantage due to communication with trade partners and Hispanic clients.Ideal CandidateYou will thrive in this role if you are:Systematic and Detail-OrientedYou naturally create order, maintain clean records, and ensure important details do not get lost.Proactive and IndependentYou do not wait to be told every next step. You identify gaps, follow through, and keep work moving.Adaptable and Open-MindedYou can work within the company's preferred processes while also helping improve them over time.Financially OrganizedYou understand the importance of accurate invoicing, accounts receivable, expense tracking, and job costing.Resilient and ProfessionalYou can handle a fast-moving environment, shifting priorities, and direct communication while maintaining a positive attitude.A True PartnerYou understand that the goal is not simply to complete tasks, but to create leverage for the business owner and help the company operate more efficiently.Tech StackYou will work with tools including:Accounting: QuickBooks OnlineEmail & Documents: Microsoft Outlook and Microsoft OfficeCollaboration: Google WorkspaceTelephony: Company-provided VoIP systemCommunication: Email and SMS/TextWhy Join This Opportunity?Work directly with the owner of a growing construction and civil engineering company.Take on a high-impact role with significant ownership and responsibility.Help build systems and processes that will support the company's future growth.Gain direct exposure to executive decision-making and business operations.Join a company that values initiative, organization, and practical problem-solvingBuild a long-term partnership with a growing U.S.-based business.Competitive compensation of $2,500–$3,000 per monthReady to Make a Real Impact?If you are an experienced Executive Assistant who combines strong financial administration skills with exceptional organization and a proactive mindset, we want to hear from you.This is an opportunity to become an essential operational partner to a growing business—not simply an assistant completing tasks.Apply today and help build the systems that keep a fast-growing construction business moving forward.
5 days ago