Administrative Virtual Assistant
Administrative Virtual Assistant
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1-3years
39000 - 50000
1 Vacancy
Job Description
Job Title: Administrative Virtual Assistant
Overview:
We are seeking a proactive and highly organized Administrative Virtual Assistant to provide essential administrative support to the CEO and assist with managing key client relationships in the construction and roofing industry. This role is pivotal in ensuring efficient operations by handling a mix of executive assistant responsibilities administrative tasks and client support. The ideal candidate should have exceptional communication skills attention to detail and the ability to manage multiple priorities in a fastpaced environment.
Executive Support:
Serve as the right hand to the CEO providing seamless administrative support for daily business operations.
Act as a gatekeeper for the CEO managing time priorities and access.
Maintain updated notes tasks and action items for meetings including followups with internal and external stakeholders.
Administrative Tasks:
Create update and manage customer invoices in the CRM system.
Track accounts receivable (AR) collect payments and provide updates to the CEO on customer accounts.
Follow up on progress with insurance companies contractors and clients ensuring timely completion of tasks.
Handle client communications related to administrative support and project updates.
CRM and Database Management:
Update and maintain CRM systems with accurate and uptodate information.
Organize customer and client data to streamline workflows.
Insurance and Billing Coordination:
Contact insurance companies to request necessary documentation for constructionrelated projects.
Follow up with insurance companies on claims and payments.
Ensure proper documentation and communication for job progress and approvals.
Client and Vendor Support:
Assist 12 clients with administrative tasks similar to the primary responsibilities.
Provide exceptional customer service ensuring clients receive timely updates and support.
Requirements
Proven experience as a Virtual Assistant Administrative Support Specialist or in a similar role.
Strong verbal and written communication skills especially over the phone.
Proficiency in CRM tools and task management software (e.g. Salesforce Trello or similar).
Basic understanding of accounting principles including invoice creation and AR tracking.
Ability to liaise professionally with insurance companies and clients.
High level of discretion and confidentiality in handling sensitive business information.
Exceptional time management and organizational skills.
Benefits
Great Place to WorkCertified Company
Proven experience as a Virtual Assistant, Administrative Support Specialist, or in a similar role. Strong verbal and written communication skills, especially over the phone. Proficiency in CRM tools and task management software (e.g., Salesforce, Trello, or similar). Basic understanding of accounting principles, including invoice creation and AR tracking. Ability to liaise professionally with insurance companies and clients. High level of discretion and confidentiality in handling sensitive business information. Exceptional time management and organizational skills.
Employment Type
Full Time
