Construction Office & Billing Support Virtual Assistant

Job description

About this role

The company expects to operate approximately 10–20 field crews, creating an increasing need for dependable back-office support. The VA will initially work closely with the owner to learn the company's workflows before gradually taking ownership of daily field-data entry, weekly billing preparation, basic accounts receivable tracking, email management, and recurring administrative responsibilities. Previous construction experience is not required. The owner will train the VA on the company's construction-specific workflows and Fiber Field platform.

Responsibilities

• Review information submitted by field crews regarding completed daily work
• Enter and update daily production information within Fiber Field
• Maintain accurate job logs and supporting records
• Organize information required for weekly billing
• Review entries for completeness and flag missing information
• Gradually take ownership of recurring job-tracking workflows after training
• Compile weekly field logs and supporting documentation
• Prepare information needed for invoicing
• Create and maintain invoices within QuickBooks Online
• Track submitted invoices and basic payment status
• Maintain organized billing and accounts receivable records
• Help ensure completed work is documented and submitted for payment on schedule
• Monitor and organize the company Gmail inbox
• Assist with routine administrative and office-management responsibilities
• Make outbound business calls when required
• Maintain organized digital files and documentation
• Assist with additional recurring back-office tasks as operations grow
• Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Qualifications and requirements

• Previous administrative, office support, bookkeeping support, or similar experience required
• QuickBooks Online experience strongly preferred
• Invoicing or accounts receivable experience preferred
• Strong data-entry and spreadsheet skills required
• Strong written and verbal English communication
• Construction, contracting, field services, or similar experience is a plus but not required
• Comfortable learning client-specific construction software
• Highly organized and dependable
• Strong attention to detail and data accuracy
• Comfortable working with repetitive daily production information
• Able to learn new systems quickly
• Comfortable with invoicing and basic financial tracking
• Proactive about identifying missing information
• Able to grow into greater ownership of recurring office processes
• Comfortable supporting a fast-growing field-based business remotely
• Google Voice or Similar Business Phone System