Bilingual Bookkeeping Admin VA

We are seeking a highly organized and proficient Bilingual Virtual Assistant to provide administrative support to our team. The ideal candidate will be fluent in English and Spanish and have experience managing schedules, coordinating meetings, handling administrative tasks, and maintaining organized records. 

This role requires excellent communication skills and the ability to handle sensitive information responsibly.

We will only accept applications that include a video introduction hosted on YouTube, Loom, or Google Drive.

• Record and upload a 2-minute video of yourself answering the following questions: 1. Introduce yourself, 2. Why is this role the ideal job for you?
• Upload the video on YouTube, Loom or Google Drive and paste the link on the form provided. (make sure it's unlisted and accessible)

KEY RESPONSIBILITIES

Communications, Scheduling and Calendar Management:

• Coordinate and schedule meetings, appointments, and events
• Maintain and update the calendar to ensure all activities are timely and efficiently managed.

• Send out meeting invitations and follow up on RSVPs.

• Handle email correspondence, ensuring timely responses and follow-ups.

• Set-up agenda and follow-up notes from calls

• Draft, proofread, and send professional emails and communications.

• Communicate effectively with team members, clients, and contractors in both English and Spanish.

Document Management:

• Organize and manage files and documents using SharePoint and OneDrive.
• Ensure all project-related documents are updated and accurately filed.
• Prepare and maintain reports, presentations, and spreadsheets as needed.

• Coordinate file and folder sharing to designated recipients

Administrative Support:

•  

  Assist with administrative tasks such as data entry, invoice processing, and maintaining records and financial reports.
• Coordinate with contractors and vendors to ensure timely delivery of services and materials.

Project Coordination:

• Assist in managing the process for new projects, including due diligence, scheduling, contract preparation, and market research.
  

• Track project progress and report on key milestones and deliverables.

• Serve as back up for handling change orders and ensure all documentation is updated accordingly

Client and Vendor Relations:

• Serve as a point of contact for clients and vendors, providing information and assistance as needed.

• Maintain positive relationships with stakeholders, ensuring clear and effective communication.

REQUIREMENTS

• Fluent in both English and Spanish (written and spoken).

• Proven experience as a virtual assistant or in a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.

• Familiar with the construction or real estate industry.

• Familiarity with QuickBooks or similar accounting software.

• Excellent organizational and time-management skills.

• Strong communication and interpersonal skills.

• Ability to work independently and handle multiple tasks simultaneously.

• High level of discretion and confidentiality.

TOOLS

• Microsoft Office (Excel, Word)

• Sharepoint

• OneDrive

• Quickbooks

• WhatsApp