Office Administrator

Full-Time Virtual Assistant — Construction & Real Estate Operations

Company: All In House Remodeling (All In Asset Management Inc.) — Selden, NY (Long Island)
Type: Full-time, 40 hrs/week — 100% remote, open to candidates worldwide
Hours: Core overlap required with US Eastern Time, 8:00 AM – 5:00 PM ET
Pay: $____ /hour (DOE), paid weekly

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About Us

We're a Long Island–based construction and remodeling company running residential
remodels, new construction, commercial build-outs, and real estate investment
projects. We typically have several jobs going at once with a small field crew, a
project manager, and a foreman. The office side is where things get tight — and
that's where you come in.

This is not a "watch a dashboard" job. You'll be the person who keeps permits
moving, invoices out, clients answered, and receipts accounted for. If you like
owning a process end to end and hate letting things fall through the cracks,
you'll do well here.

What You'll Do

Job Administration

• Prepare permit estimates, proposals, and invoices from our branded templates
• Track permit applications and inspections; follow up with expeditors and town/village offices
• Maintain the job board: status, milestones, deadlines, next actions per project
• Coordinate scheduling between crew, subs, and clients
• Prepare change orders and keep the document set current for every job

Client & Lead Follow-Up

• Respond to inbound leads quickly and consistently — speed to lead is everything
• Book estimate appointments and confirm them
• Maintain the CRM: every lead logged, every follow-up scheduled, nothing dropped
• Send proposal follow-ups and check-ins on open estimates

Bookkeeping & Job Costing

• Code and file receipts, invoices, and material orders to the correct job
• Maintain the job cost tracker and reconcile against bank activity
• Track receivables and flag anything past due
• Prepare simple weekly reports: cash in, cash out, budget vs. actual by job

Marketing & Social Media

• Turn job site photos and video into posts and short-form Reels
• Manage a consistent posting schedule across social channels
• Maintain and update Google Business Profile and website content
• Basic graphic work for proposals, ads, and social

Who We're Looking For

• 2+ years as a virtual assistant, admin, or operations support — ideally for a US

construction, home services, or real estate business

• Excellent written and spoken English; you'll email and call clients directly
• Strong with Google Workspace and Excel/Google Sheets (formulas, not just typing)
• Comfortable with CRM and project tracking tools
• Detail-obsessed. Numbers on an invoice have to be right the first time
• Self-managing. You send the update before I ask for it
• Reliable internet, a quiet workspace, headset, and a computer that can handle

video and document work

Bonus Points

• Familiarity with US permits, inspections, or contractor licensing
• QuickBooks experience
• Canva, CapCut, or Adobe for social content
• Experience reading estimates, scopes of work, or construction takeoffs

What You Get

• Steady full-time hours with a growing company — not gig work
• Weekly pay
• Direct access to the owner; no layers of management
• Real ownership of your systems and room to grow into an operations manager role
• Paid time off after 90 days

How to Apply

Send an email to ---------- with the subject line: "BLUEPRINT — VA Application"

Include:
1. A short paragraph on the most complex admin process you've owned from start to finish
2. Your resume
3. A 2–3 minute video introducing yourself and walking through one tool you use daily
4. Your hourly rate and your available hours in US Eastern Time

Applications without the subject line code will not be reviewed.

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All In House Remodeling | 1036 Middle Country Rd, Selden, NY ---------- | ---------- | Suffolk County HI Lic. #HI-63871