Virtual Administrative Assistant

We are seeking a detail-oriented and highly organized Virtual Administrative Assistant to support our clients with day-to-day operations and project coordination. This role involves managing a variety of administrative tasks, ensuring efficient workflow, and supporting overall project and business objectives. The ideal candidate will be proactive, tech-savvy, and able to manage multiple responsibilities with minimal supervision.

Responsibilities:

• Provide general administrative support, including data entry, email management, and document organization.
• Prepare and manage contract documents and project-related documentation.
• Coordinate and maintain client schedules, including appointment setting and calendar management.
• Draft and issue invoices, track remittances, and support basic bookkeeping tasks.
• Send weekly progress reports to clients summarizing project status and updates.
• Organize and maintain digital records of contracts, reports, invoices, and project documents.
• Assist with project workflow tracking using project management platforms.
• Support client-specific software tasks as needed (e.g., dental practice management, cost integration, or bookkeeping).

Qualifications:

• Proven experience as a Virtual Assistant or Administrative Support Specialist.

• Proficient in data entry, email management, document preparation, and digital file organization.

• Strong communication and time management skills.

• Experience with invoicing and basic bookkeeping.

• Praktika – for dental services and practice management.

• Xero – for accounting and bookkeeping.

• ClickUp and Monday.com – for project management and workflow tracking.

• BuildXAct – for project cost integration and construction documentation.

• Ability to work independently and handle multiple tasks in a fast-paced virtual environment.

• High attention to detail and strong organizational skills.

What You Bring to the Table?

• Proven administrative experience in a virtual setting.
• Strong communication, time management, and organizational skills.
• High attention to detail with the ability to handle multiple tasks efficiently.
• Proficiency in:
• Data entry, document management, and email handling.
• Invoice drafting and basic bookkeeping.
• Calendar scheduling and client coordination.
• Ability to work independently in a fast-paced environment.
• Ensure smooth digital workflow, organizing and maintaining digital records.

Ready to make an impact in a company that’s pushing the boundaries of interior design? Don’t miss out on this exciting opportunity to build your future with ASCENTIA Outsourcing Inc.!