Overview:
We are looking for a highly organized, proactive, and dependable Administrative Virtual Assistant to support the day-to-day administrative and operational needs of a growing commercial cleaning company serving clients across New Jersey, New York, Long Island, and the surrounding areas. The ideal candidate is someone who takes ownership, has a strong work ethic, communicates professionally, and is willing to learn. Specific industry experience is helpful but not required—the client values attitude, accountability, initiative, and the ability to learn over having a particular technical background. This person will work closely with management, on-site managers, clients, and internal teams to keep administrative processes organized and ensure tasks are completed accurately and on time.
Key Responsibilities:
Administrative Support
- Provide day-to-day administrative support to management and operations
- Organize and maintain company records, files, contracts, proposals, and other documentation
- Prepare, format, and update documents, reports, proposals, and correspondence
- Track outstanding tasks, requests, and follow-ups
- Coordinate with on-site managers and internal personnel to ensure administrative requirements are completed
- Maintain organized digital filing systems and documentation
Contracts & Proposals
- Prepare and organize client contracts and related documentation
- Assist with creating and updating proposals
- Track contract status, renewals, and required documentation
- Ensure documents are accurate, complete, and properly organized
- Follow up with relevant team members regarding pending contracts and proposals
Invoicing & Accounts Receivable Support
- Assist with preparing and processing invoices
- Maintain accurate records of invoices and payments
- Monitor outstanding accounts receivable
- Follow up on pending invoices and payment-related items as directed
- Coordinate with management regarding billing discrepancies or concerns
- Assist with basic bookkeeping and financial administrative tasks
Operations & Communication
- Coordinate with on-site managers regarding administrative needs
- Communicate professionally with clients, employees, and internal team members
- Follow up on pending requests and ensure action items are completed
- Maintain task updates and records in ClickUp
- Help management stay organized by keeping track of priorities and deadlines
- Proactively identify issues and recommend possible solutions
Required Qualifications:
- Strong written and verbal English communication skills
- Excellent organizational and time-management skills
- Strong attention to detail
- Ability to work independently and take ownership of assigned responsibilities
- Proactive mindset—able to identify what needs to be done without constant direction
- Comfortable communicating with clients, managers, and team members
- Basic understanding of administrative, invoicing, or bookkeeping processes
- Strong computer and internet skills
- Ability to learn new systems and processes quickly
- Reliable internet connection and professional remote-work setup
Work Setup:
- Remote – Philippines
- Full-Time, 40 hours/week
- Reports to: Client / Operations Team
