Virtual Administrative Assistant

Make Ready America is seeking a dependable and highly organized Virtual Administrative Assistant to support the daily operations of our growing general contracting company. This remote position will focus on developing standard operating procedures, completing data entry, maintaining CRM and project records, organizing documents, tracking administrative tasks, and helping improve communication between the office and field teams.

The ideal candidate has experience with administrative support, construction operations, CRM management, and platforms such as Contractor Foreman, Connecteam, Asana, CompanyCam, Notion, or similar software. The candidate should be detail-oriented, proactive, comfortable working independently, and capable of turning rough notes, emails, voice recordings, and existing processes into organized SOPs, checklists, reports, and repeatable workflows.

Characteristics of the Ideal Candidate

The right candidate will be:

Dependable and consistent
Highly organized
Detail-oriented
Proactive rather than reactive
Comfortable asking questions when information is unclear
Able to identify problems and recommend practical solutions
Capable of protecting confidential customer and company information
Interested in growing with the company and taking on additional responsibility
Initial Priorities

During the first 60 to 90 days, the Virtual Assistant will focus on:

Learning the company’s services, project phases, team structure, and current software.
Organizing the company’s existing files, templates, contacts, and project records.
Cleaning up and updating CRM information.
Developing standardized SOPs and checklists for recurring office and project-management tasks.
Creating a system for tracking incomplete project documents, daily logs, photos, and subcontractor information.
Preparing a weekly operations report for the owner.

Performance Expectations

Success in this role will be measured by:

Accuracy and completeness of CRM and project records
Number and quality of completed SOPs
Timely completion of assigned tasks
Reduction in missing project documentation
Organization and accessibility of company files
Consistency of follow-up and weekly reporting
Ability to reduce the owner’s administrative workload

Preferred Qualifications
Previous experience supporting a general contractor, construction company, remodeling company, restoration company, real estate investor, or property-management business.
Familiarity with construction terminology, project phases, estimates, change orders, purchase orders, subcontractors, daily logs, and project closeout.
Experience using Contractor Foreman, Connecteam, Asana, CompanyCam, Notion, or similar CRM, workforce-management, project-management, documentation, and knowledge-base platforms.
Ability to organize information across multiple systems while maintaining consistent project records, naming standards, and workflows.
Experience creating SOPs, process maps, training documents, forms, templates, and employee or subcontractor checklists.
Familiarity with Canva, PDF editing, spreadsheet tracking, document templates, and cloud-based file management.
Experience using AI tools to organize information, draft documents, create procedures, and improve administrative efficiency.

How to Apply

Please submit the following:

A brief introduction describing your administrative or virtual assistant experience.
Your experience with CRM and project-management software.
An example of an SOP, checklist, spreadsheet, or process document you have created.
Your preferred hourly rate and weekly availability.
A short explanation of how you would organize information received through emails, text messages, photos, voice notes, and project-management software.
The words “Organized Construction Operations” at the beginning of your application to confirm that you read the full job description.

Selected candidates may be asked to complete a short paid trial assignment involving data organization, CRM entry, or creating an SOP from a set of rough instructions.