Virtual Assistant
2 weeks ago
We need a well‑rounded Virtual Assistant or Excel/Sheets specialist to own daily dispatch log tracking, data entry, pre‑invoice spreadsheet prep, and self‑audit for a construction material hauling and mechanical services operation. You'll turn scanned receipts & timecards into clean, reconciled records across employee time tracking, customer job tracking, and freight dispatch logs, then run verification passes to catch missing items, misclassifications, rate errors, or hour discrepancies before invoicing
This is a project-based position that will run for one month. Core Responsibilities Daily Data Intake & Logging Ingest scanned receipts, timecards, and job tickets; enter data into standardized spreadsheets Update employee timecard tracker and customer job tracker with job IDs, equipment, hours, and notes Maintain freight dispatch log (trucks, loads, rate confirmations, origins/destinations) Pre‑Invoice Preparation (Construction) Build pre‑invoice spreadsheets per client: summarize hours, materials moved, equipment type (e.g., end dump vs side dump), and rates Apply rate cards accurately; verify special rates or overtime rules
Self‑Audit & Verification Run missing‑data checks Detect misclassification Validate hours math Cross‑check equipment type vs billed rate (end dump vs side dump) and correct variances Produce a discrepancy report with fixes and items needing confirmation
Vendor/Subcontractor Follow‑ups Email subcontractors to obtain missing timecards/confirmations Track outreach status; file returned documents and update logs
Process & Template Upkeep Maintain SOPs, rate tables, validation rules, and spreadsheet templates Recommend workflow improvements to reduce weekly invoice prep errors to near‑zero MUST‑HAVE Qualifications Advanced Excel/Google Sheets (data validation, dropdowns, conditional formatting, VLOOKUP/XLOOKUP, SUMIFS, pivot basics) Proven data entry accuracy with quality‑control/self‑audit mindset Experience with dispatch or field‑service logs and timekeeping Ability to interpret rate confirmations and apply correct equipment‑based rates Excellent written English for clear, professional vendor emails High attention to detail; spot‑the‑error orientation; reliable follow‑through Nice‑to‑Have Familiarity with construction trucking/hauling terminology and mechanical service jobs Exposure to invoicing systems or accounting tools (e.g., QuickBooks/Xero) for handoff (owner handles final invoicing) Experience building simple SOPs and automated checks (formulas/flags) Collaboration & Handoffs Work closely with Freight Dispatcher on truck logs and rate‑con billing details Partner with Billing Assistant on timecards/job tracking and pre‑invoice prep Provide clean, verified packets to Owner for final invoicing (mechanical clients) Tools Google Sheets / Microsoft Excel (heavy daily use) Email PDF tools/scanner (receipts, timecards) Cloud drive (Google Drive/OneDrive/Dropbox
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