Overview:
We are seeking a highly organized and detail-oriented Estimation and Operations Virtual Assistant to support a growing plumbing and construction business. This role is ideal for someone with experience in blueprint reading, construction estimating, project coordination, and administrative operations.
The ideal candidate is proactive, resourceful, and capable of managing multiple responsibilities including estimations, customer communication, scheduling, bookkeeping support, purchasing coordination, and collections.
This is a long-term, full-time role requiring strong attention to detail, excellent communication skills, and the ability to work independently in a fast-paced environment.
Key Responsibilities:
Estimation & Blueprint Review
- Review plumbing and construction blueprints and project plans
- Prepare and customize estimates using company templates
- Assist in pricing materials, labor, and project requirements
- Coordinate estimate revisions based on customer feedback
- Support underground piping and construction estimation processes
- Ensure accuracy and completeness of project estimates
Client Communication & Coordination
- Handle inbound inquiries and initial client intake
- Follow up with leads, customers, and ongoing projects
- Coordinate appointments, scheduling, and project timelines
- Assist with contract preparation and customer documentation
- Manage deposit collection and billing phase coordination
- Maintain professional communication with customers and vendors
Operations & Administrative Support
- Support day-to-day operational workflows
- Assist with purchasing and sourcing cost-effective materials
- Research local suppliers and pricing options
- Track project-related updates and documentation
- Monitor operational systems and reporting processes
- Help improve workflow efficiency and internal organization
Bookkeeping & Financial Support
- Assist with QuickBooks-related tasks and project cost tracking
- Support invoicing, collections, and payment follow-ups
- Maintain accurate records of expenses and project costs
- Coordinate documentation for bookkeeping processes
- Assist with reporting and financial organization
Systems & Process Improvement
- Support implementation and management of systems such as Monday.com
- Help organize workflows, task tracking, and operational processes
- Identify opportunities for efficiency improvements
- Assist in creating and maintaining SOPs and documentation
Qualifications:
- Experience in construction, plumbing, or related industries preferred
- Experience reading blueprints and preparing estimates required
- Strong organizational and multitasking skills
- Excellent attention to detail and accuracy
- Strong written and verbal English communication skills
- Familiarity with QuickBooks or bookkeeping processes preferred
- Experience with project coordination and scheduling
- Comfortable learning new systems and technologies
- Strong problem-solving and critical thinking abilities
- Ability to work independently with minimal supervision
Preferred Experience:
- Plumbing or construction estimation experience
- QuickBooks experience
- Project management or operations support experience
- Experience using Monday.com or similar CRM/project management tools
- Purchasing or vendor coordination experience
- Customer service and collections experience
Schedule:
- Monday to Thursday: 9:00 AM – 5:00 PM (EST)
- Friday: 9:00 AM – 2:00 PM (EST)
- Full-time (45 hours/week)
