Virtual Assistant

About United Tradesmen

United Tradesmen is a construction-focused organization that supports skilled tradespeople, small contractors, and general contractors by managing back-office functions (accounting, project management, HR, marketing, finance) so that tradespeople can focus on what they do best.

With decades of experience, 100+ completed projects, and a mission to streamline processes for both contractors and workforce members, United Tradesmen empowers laborers to become their own bosses while leveraging robust administrative, financial, and management support.

Role Overview

As a Virtual Assistant at United Tradesmen, you will be a key support for internal operations — helping ensure smooth coordination of administrative tasks, communication between contractors and workforce, project tracking, and general office/virtual support. You will help the company stay organized and responsive in a fast-paced construction & trades environment, working behind the scenes to enable others to focus on fieldwork and trades.

Key Responsibilities

• Administrative & Office Support

• Manage day-to-day administrative tasks: scheduling, calendar management, email correspondence, data entry, document organization.

• Assist with contractor & workforce onboarding — collecting and organizing paperwork, onboarding documentation, contact lists.
• Maintain digital files and records (e.g. contracts, invoices, worker/project data).

• Communication & Coordination

• Serve as a point of contact for internal team members, contractors, workforce — handle inquiries and direct them appropriately.

• Coordinate between different stakeholders (contractors, internal management, vendors) as needed.

• Help with scheduling meetings, site visits (if needed), or virtual check-ins.

• Support for Project Management & Back-Office Operations

• Track project statuses, budgets, invoices, payments, and deadlines under guidance from project managers or finance team.

• Help prepare simple reports or summaries (e.g. project progress, workforce availability, schedule updates).
• Support basic bookkeeping/finance tasks, like logging expenses or payment records (if qualified), under supervision.

• Customer / Workforce Support

• Respond to inquiries from workforce members or contractors (via email or messaging), help guide them through processes (e.g. registration, payment questions, scheduling).

• Help manage databases or dashboards for workforce and contractors (e.g. contact info, project assignments, schedules).

• Other General Virtual Assistant Duties

• Help with ad hoc tasks as requested by management (research, document formatting, follow-ups, reminders).

• Maintain confidentiality and professionalism, ensuring data is handled responsibly.

Qualifications

• Proven experience as a Virtual Assistant, Administrative Assistant, Office Coordinator, or similar role (ideally in construction, trades, or small-business supporting environment)
• Strong organizational skills, attention to detail, ability to manage multiple tasks and deadlines
• Excellent written and verbal communication skills (email, chat, phone)
• Self-motivated, proactive, able to work independently with minimal supervision
• Comfortable with basic project tracking, data entry, and familiar with common software (e.g. spreadsheets, Google Workspace / Microsoft Office, maybe project-management software)
• Basic bookkeeping/accounting familiarity a plus (but not required)
• Ability to handle confidential information with discretion

Preferred Qualities

• Proactive problem-solver — able to anticipate needs and act without always being told what to do
• Adaptable and comfortable working in a fast-paced environment where needs shift frequently
• Friendly and professional — able to communicate respectfully with contractors, workforce, and management
• Tech-savvy — comfortable learning new tools / software as needed