Executive Assistant
I
InsideOutVASCommercial construction
Location: LATAM / PH / South Africa. Source API remote eligibility restrictions: Anguilla, Antigua and Barbuda, Argentina, Aruba, Bahamas, Barbados, Belize, Bermuda, Bolivia, Bonaire, Sint Eustatius and Saba, Brazil, Cayman Islands, Chile, Colombia, Costa Rica, Cuba, Dominica, Dominican Republic, Ecuador, El Salvador, Falkland Islands (Malvinas), Grenada, Guatemala, Guyana, Haiti, Honduras, Jamaica, Mexico, Montserrat, Nicaragua, Panama, Paraguay, Peru, Philippines, Puerto Rico, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, South Africa, South Georgia and the South Sandwich Islands, Suriname, Trinidad and Tobago, Turks and Caicos Islands, Uruguay, Venezuela, Virgin Islands, British, Virgin Islands, U.S., Monday to Friday, 8:00 AM to 5:00 PM (EST)Full-Time
Salary2,000 - 2,200 USD per month
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Job Details
- Languages
- C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. Conversational or fluent Spanish is highly preferred.
- Required Skills
- Google Workspace
Requirements
- Have flawless written and spoken English at C1 level, with a clear, easy-to-understand voice for professional calls.
- Be proficient in Google Workspace, including Gmail, Docs, Sheets, and Drive.
- Be comfortable using generative AI tools such as Google Gemini, ChatGPT, or Claude.
- Demonstrate exceptional organization and close attention to deadlines, meetings, and document accuracy.
- Understand standard construction documentation, including blueprints, architectural specifications, addenda, and RFIs.
- Be a self-starter who provides solutions and proactive updates without step-by-step direction.
- Conversational or fluent Spanish is highly preferred.
Responsibilities
- Review subscribed bid boards daily to identify, screen, and flag matching commercial opportunities.
- Maintain the central bid log with active opportunities, statuses, submission dates, and outcomes.
- Coordinate and log bid walkthroughs, site visits, and submission deadlines.
- Organize specification documents, architectural plans, and bid packages into project folders.
- Track subcontractor compliance documents, including Certificates of Insurance, W-9s, and signed subcontracts.
- Maintain change order logs, track Requests for Information, and update project status spreadsheets.
- Monitor and triage the owner's inbox, flag urgent items, and draft replies and follow-ups.
- Coordinate routine communications with trade partners, suppliers, and subcontractors.
- Use Google Gemini, ChatGPT, or Claude to review documents and proposals and draft correspondence.
- Track active bids, due dates, and action items; document bidding workflows and administrative procedures; and manage the owner's calendar.
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