Virtual Assistant – BuildOps Administrative SupportRemote / Virtual Role
OverviewWe are seeking a detail-oriented Virtual Assistant to support administrative workflows within BuildOps. This role focuses on ensuring accurate invoicing, maintaining job records, assisting with accounts receivable follow-ups, and providing dispatch support when needed. The ideal candidate is organized, proactive, and comfortable working with service management systems.
Key ResponsibilitiesInvoicing & Job Review- Review completed work orders in BuildOps and prepare invoices for approval
- Verify all required details are included (labor, materials, charges, notes, photos, and supporting documents)
- Identify and flag incomplete or missing job information prior to invoicing
Accounts Receivable & Follow-ups- Monitor overdue invoices and send professional payment reminders
- Track customer responses and maintain communication records
- Escalate collection concerns when necessary
Purchase Orders & Expense Management- Enter and process purchase orders accurately
- Match receipts and expenses to the correct jobs
- Ensure proper documentation and job costing records are maintained
Dispatch Support (As Needed)- Assist in creating and updating job schedules
- Support dispatch coordination when required
- Ensure job details are accurate and up to date in the system
Qualifications & Requirements- Strong attention to detail and organizational skills
- Ability to follow processes and work independently
- Good written and verbal communication skills
- Experience with administrative support or virtual assistant roles
Preferred Experience (Nice to Have)- Experience using BuildOps or similar service management software
- Background in invoicing and accounts receivable
- Familiarity with purchase orders and expense tracking
- Experience with dispatching or scheduling
- Knowledge of accounting tools such as QuickBooks
Key Competencies- Accuracy and attention to detail
- Time management and task prioritization
- Problem-solving and initiative
- Professional communication
- Ability to maintain organized records
