Role Scope:

This role is the operational engine of the company, responsible for reducing the founder's administrative workload by at least 70%. You will own the front-end client experience, backend schedule coordination, and systems documentation, ensuring projects run seamlessly from lead capture to final payment.

Schedule:

• Mondays to Fridays, 8:00 am to 5:00 pm (US Central Time, 40 hours per week)

Key Responsibilities:

• Implement and manage a four-bucket triage system to filter emails and phone calls, eliminating spam and answering basic inquiries.
• Process new leads rapidly, collect preliminary project information via AI workflows, and schedule discovery calls.
• Act as the primary point of contact for subcontractors, executing 1-week and 1-day check-ins to confirm schedules and arrival times.
• Plot and maintain the master project schedule within JobTread, coordinating with suppliers for timely material deliveries.
• Proactively manage the customer experience by sending milestone updates, daily project logs, and photos via JobTread.
• Monitor Plaud/Claude AI/DataX outputs for flagged items requiring executive review.
• Extract unwritten rules and document current administrative workflows into comprehensive Standard Operating Procedures (SOPs).
• Manage post-project aftercare, including QuickBooks/JobTread invoicing reconciliation and triggering Google review requests.

Requirements:

• Proven experience as a Virtual Assistant, ideally within the construction, trades, or real estate industries.
• Familiarity with construction management software (JobTread highly preferred) and accounting tools like QuickBooks.
• Technological proficiency, including experience with or strong willingness to learn AI tools (Plaud, Claude, DataX).
• Exceptional written and verbal communication skills for professional client and subcontractor interactions.
• Strong organizational skills with the ability to manage complex schedules, identify conflicts, and maintain master project calendars.
• Experience creating Standard Operating Procedures (SOPs) and documenting step-by-step workflows.

Additional Expectations:

• Maintain a reliable internet connection and a quiet workspace for handling client and subcontractor calls.
• Exhibit a proactive mindset by anticipating scheduling conflicts and flagging material delays before they impact the project.
• Consistently deliver a premium, highly responsive customer service standard.
• Actively participate in 'brain download' sessions to capture operational knowledge and build the company playbook.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health insurance coverage for eligible locations

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.