Overview

A growing U.S.-based professional services company is seeking a highly organized and proactive Administrative Assistant to act as the central operational link for daily business administration. In this role, you will streamline inbox workflows, manage client and subcontractor communications, coordinate project schedules, and handle basic QuickBooks invoicing. This is an exceptional opportunity to bring structure to a fast-moving, expanding team while maintaining high-quality service delivery.

Schedule: Part Time - 20h per week - Monday - Friday 8am - 12pm - CDT

Key Responsibilities

Inbox, Client Communication & Administrative Support

• Manage and monitor the company inbox, ensuring messages are reviewed, prioritized, and responded to promptly
• Route client, subcontractor, and internal communications to the appropriate contacts
• Serve as a professional point of contact for clients and contractors through email and phone communication
• Handle inbound and outbound calls during business hours
• Follow up on outstanding requests to ensure smooth communication flow
• Provide general administrative support to the business owner and operations team

Scheduling & Project Coordination

• Manage calendars and coordinate appointments based on new client requests
• Schedule site surveys, project appointments, and follow-up activities
• Coordinate project timelines between clients, field surveyors, subcontractors, and internal teams
• Update project delivery folders and ensure documents are organized correctly
• Send project delivery updates to clients as reports and deliverables become available
• Track project progress and help ensure deadlines are met

QuickBooks & Financial Administration

• Use QuickBooks Online to manage basic financial workflows
• Prepare and send invoices according to project timelines
• Support basic reconciliation and financial tracking tasks
• Maintain accurate billing records and documentation
• Assist with payment follow-ups and administrative finance processes when required

Subcontractor & Document Management

• Maintain organized subcontractor documentation and compliance records
• Track and collect required documents including: Certificates of Insurance (COIs), W-9 forms, Vendor information
• Maintain organized digital filing systems for projects, contractors, and client records
• Ensure documentation remains updated and easily accessible

Requirements

• Previous experience as an Administrative Assistant, Executive Assistant, Operations Assistant, or similar role
• Experience supporting small business owners or fast-moving teams
• Familiarity with QuickBooks Online or similar invoicing/accounting platforms
• Strong written and verbal English communication skills
• Professional phone presence and client-facing communication abilities
• Strong calendar management and scheduling experience
• Excellent attention to detail and organizational skills
• Ability to manage multiple priorities independently
• Comfortable learning new systems and improving processes
• Availability to work with Central Time business hours overlap

Highly Regarded Skills & Experience

• Experience working with U.S.-based companies
• Background supporting construction, engineering, field services, or project-based businesses
• Experience coordinating subcontractors, vendors, or external partners
• Familiarity with project management tools and shared digital folders
• Experience creating SOPs or improving administrative workflows
• Basic bookkeeping or accounts receivable experience

Scope

• Act as the central administrative support resource for daily operations
• Improve communication between clients, contractors, and internal teams
• Maintain accurate invoicing and financial administration through QuickBooks Online
• Keep project documentation and compliance records organized
• Support scheduling and project delivery coordination
• Grow responsibilities as the business expands and operational needs increase

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.