Overview:
We are seeking a highly organized and proactive Administrative & Bookkeeping Virtual Assistant to support our growing structural steel fabrication and commercial construction business. This role combines administrative support, customer service, bookkeeping, scheduling, and a one-time website development project. The ideal candidate is detail-oriented, communicates professionally, and is comfortable handling multiple responsibilities in a fast-paced environment.
Key Responsibilities:
Administrative & Customer Support
- Answer inbound phone calls professionally and direct inquiries appropriately.
- Respond promptly to emails and WhatsApp messages.
- Schedule client meetings, site visits, estimates, and job appointments.
- Maintain organized calendars and appointment schedules.
- Provide exceptional customer service to clients, vendors, and subcontractors.
- Assist with general administrative tasks and documentation.
Bookkeeping
- Manage Accounts Payable (AP) and Accounts Receivable (AR).
- Perform bank reconciliations using QuickBooks Online.
- Process invoices, payments, and customer billing.
- Maintain accurate financial records.
- Assist with preparing financial reports as requested.
Website & Digital Marketing (One-Time Project)
- Design and create a professional company website.
- Optimize website content for Search Engine Optimization (SEO).
- Update website content as needed after launch.
- Ensure the website reflects the company’s services and brand professionally.
Qualifications:
Required
- Previous experience in administrative support or virtual assistance.
- Strong customer service and phone communication skills.
- Experience handling emails, WhatsApp, and appointment scheduling.
- Proficiency in QuickBooks Online (QBO).
- Experience with:
– Accounts Payable (AP)
– Accounts Receivable (AR)
– Bank Reconciliations - Excellent organizational and multitasking abilities.
- Strong written and spoken English.
- High attention to detail and accuracy.
Preferred
- Experience supporting construction, welding, fabrication, or contractor businesses.
- Basic website development experience (WordPress, Wix, Squarespace, or similar).
- Basic SEO knowledge.
- Familiarity with Google Workspace and Microsoft Office.
- Experience using CRM or scheduling software.
Tools:
- QuickBooks Online
- Microsoft Office
- Google Workspace
- WhatsApp Business
- WordPress, Wix, or Squarespace (preferred)
- Google Calendar
- Email Platforms (Outlook/Gmail)
Schedule:
- Full-Time
- Schedule to be discussed during the interview (aligned with client business hours).
Non-Negotiables:
- QuickBooks Online experience.
- Strong bookkeeping background (AP, AR, and Bank Reconciliation).
- Excellent English communication skills.
- Professional phone etiquette.
- Strong organizational skills.
- Reliable internet connection and quiet work environment.
- Ability to multitask and work independently.
