Job Description

Schedule: Part-Time | 20 hours per week | EST Time Zone

Location: Remote

Rate: USD $560 to $730 a month; commensurate to experience

About the Role

We’re looking for a highly organized and proactive General Virtual Assistant to support the day-to-day administrative and project coordination needs of a growing residential cabinetry business.

The role is designed for someone who enjoys bringing structure to information, keeping projects organized, following up on outstanding items, and making sure important details do not fall through the cracks. The workload is manageable on a part-time schedule, with approximately 6–7 active projects at any given time and a relatively low volume of new inquiries.

You will initially focus on recurring administrative and organizational tasks. As you become familiar with the business and its processes, you will be expected to take greater ownership and work more independently.

Key Responsibilities

Project & File Organization

• Organize and maintain project folders in Google Drive.
• Make sure files are properly named, categorized, and easy to locate.
• Ensure project photos, appliance specifications, and other required documents are complete and properly stored.
• Maintain consistent organization across active project folders.

Project Tracking & Data Entry

• Enter and maintain accurate project information.
• Track incoming vendor and subcontractor invoices against the appropriate projects.
• Maintain organized and up-to-date project records.
• Assist with basic project status and financial tracking as needed.

General Administrative Support

• Assist with calendar and scheduling management.
• Handle recurring administrative tasks and follow-ups.
• Keep track of outstanding items and make sure tasks are completed on time.
• Help create organized and repeatable administrative processes.

Lead & Client Support

• Monitor and respond to basic incoming inquiries.
• Send prompt acknowledgment emails to new leads.
• Assist with scheduling and routine client communication.
• Gradually take on additional client communication as you become familiar with the business and its processes.

Light Financial Administration

• Assist with occasional vendor and subcontractor payments.
• Enter project-related invoice information into the appropriate tracking system.
• Maintain accurate records of project-related financial information.
• Coordinate with the existing bookkeeping process when needed.

This is not a full bookkeeping role. A separate bookkeeper handles transaction logging and QuickBooks bookkeeping.

Requirements

Qualifications

• Previous experience as a Virtual Assistant, Administrative Assistant, Project Coordinator, or similar support role.
• Highly organized with strong attention to detail.
• Strong written English and professional communication skills.
• Comfortable managing files, folders, spreadsheets, calendars, and project documentation.
• Proactive with follow-ups and able to keep tasks from falling through the cracks.
• Comfortable working independently and taking ownership of recurring responsibilities.
• Able to organize loosely structured information and create clear systems around it.
• Comfortable with basic financial and invoice-related data entry.
• Resourceful and able to solve routine problems without requiring constant direction.
• Comfortable learning new software and processes.
• Willing to suggest improvements when you identify a better or more efficient way of doing something.

Tools

Experience with the following is helpful:

• Google Drive / Google Workspace
• QuickBooks
• AI tools such as Claude or similar platforms
• Project or job management software

Direct experience with every platform is not required. Training will be provided to the right candidate.

What Success Looks Like

During your first few weeks, you will focus on learning the business, understanding existing workflows, and becoming familiar with current systems.

As you become comfortable in the role, the expectation is that you will gradually take ownership of recurring administrative work and require less day-to-day direction. The long-term goal is to have someone who can work independently, stay ahead of routine tasks, and help improve the organization of the business.

Ideal Candidate

You may be a strong fit if you are the type of person who sees an unorganized folder, incomplete tracker, unanswered inquiry, or outstanding follow-up and naturally thinks:

“I’ll take care of that.”

We’re looking for someone dependable, organized, thoughtful, and comfortable growing into greater responsibility over time.

Benefits

• Opportunities for growth and advancement