About the role
We support businesses in residential construction, rental properties, commercial flooring, and concrete services. We are seeking a dependable, proactive virtual assistant to help our owner organize incoming requests, coordinate administrative tasks, and keep projects moving.
You will support work across KDG Holdings, Concrete Solutions, and Redbud Flooring. Your job is to turn emails, requests, and project updates into clear next steps—and follow through until they are complete.
This position will begin with a 30-day paid trial and may grow as our needs develop.
Responsibilities
Project administration
- Set up and track utility accounts, service transfers, and activation dates.
- Research permitting requirements, prepare paperwork for review, coordinate submissions, and follow up on status.
- Collect documents from vendors, subcontractors, and team members.
- Maintain organized project folders and accurate administrative records.
Email and task management
- Review designated inboxes and organize messages by company, project, and urgency.
- Draft responses and handle routine communications within approved guidelines.
- Maintain Trello cards with clear tasks, owners, deadlines, and supporting information.
- Follow up on outstanding items and flag delays before they become urgent.
Leasing coordination
- Respond to rental inquiries using approved property information.
- Coordinate showings with local team members.
- Track prospective tenants, applications, outstanding documents, and next steps.
- Refer screening decisions, lease terms, and exceptions to the owner.
Scheduling and communication
- Schedule calls, meetings, and appointments.
- Coordinate with construction staff, vendors, utility providers, and municipal offices.
- Provide a brief daily update: completed work, pending items, and decisions needed from the owner.
What we’re looking for
- Experience as a virtual assistant, operations assistant, or administrative coordinator.
- Strong written and spoken English, including confidence making business phone calls.
- Excellent organization and consistent follow-through.
- Ability to work independently, ask clear questions, and recognize when an issue needs escalation.
- Experience with Gmail or Outlook, Google Drive, Google Sheets, and Trello or similar task-management software.
- Reliable internet, a quiet workspace, and careful handling of confidential information.
- Construction, real estate, or property management experience is preferred.
Schedule and scope
- Initially 10–15 hours per week, distributed across Monday–Friday.
- Consistent availability during agreed U.S. Central Time business hours.
- A combination of recurring administrative support and defined project assignments.
- Compensation based on experience and agreed scope.
This role focuses on administration and coordination. Bookkeeping is handled separately. Spending commitments, contracts, pricing, and final business decisions require owner approval.
Success in the first 30 days
- Assigned tasks are organized with clear deadlines and next steps.
- Utility and permitting assignments move forward with documented follow-up.
- Leasing inquiries receive timely responses.
- The owner receives a concise daily update and spends less time chasing information.
How to apply
Please send:
- Your résumé and a brief summary of relevant experience.
- Your hourly rate, time zone, availability, and potential start date.
- An example of a task you managed from request through completion.
- The software you have used and any construction or property management experience.
Shortlisted candidates will complete a brief paid exercise involving sample emails, task prioritization, and a follow-up response.