Office Manager/Estimator

Our Company

: We are a growing construction and real estate development company based in Hawaii, USA. Our work includes construction, renovations, and real estate investment.

 I am looking for an exceptional, long-term Virtual Assistant who can help manage our day-to-day administrative operations so I can focus on growing the business, acquiring properties, managing projects.

I am looking for someone organized, trustworthy, detail-oriented, proactive, and capable of taking ownership of recurring responsibilities without needing constant supervision.

Primary Responsibilities

1. Executive Assistance & Email Management

* Manage and organize business email s and flag important messages.
* Draft professional email responses for my review or send approved responses independently.
* Follow up with customers, suppliers, subcontractors, consultants, and other business contacts.
* Manage my calendar, schedule meetings, book appointments, and send reminders.
* Maintain a daily task list and ensure outstanding commitments are followed up on.
* Help prioritize my workload and keep me accountable to deadlines.

2. Construction Estimating & Invoicing

* Prepare professional estimates, quotes, proposals, and invoices using information I provide.
* Organize scopes of work, material lists, supplier quotes, labor costs, equipment costs, and project expenses.
* Build and maintain estimating spreadsheets and reusable templates.
* Track outstanding invoices, customer payments, purchase orders, and subcontractor bills.
* Follow up on unpaid invoices and missing quotes.
* Maintain accurate project cost records and help compare estimated costs against actual expenses.

Construction experience is a major advantage. Applicants should be comfortable working with construction terminology, quantities, spreadsheets, and financial figures.

3. Bookkeeping & Tax Preparation Support

* Organize receipts, invoices, bank statements, expense records, and vendor documentation.
* Categorize transactions for review in the company’s accounting system.
* Maintain organized records of business income, expenses, equipment purchases, loan payments, and project costs.
* Reconcile records against statements when authorized and trained.
* Prepare monthly bookkeeping summaries and reports for our tax accountant.
* Maintain a checklist of missing receipts, documents, and information required by the accountant.
* Coordinate with our tax accountant to gather and submit requested documentation.

 The goal is to keep our records accurate and organized so our professional accountant can work efficiently.

Experience with QuickBooks Online is strongly preferred

4. General Business Operations

* Maintain organized Google Drive folders and business documentation.
* Create and improve spreadsheets, checklists, standard operating procedures, and templates.
* Prepare a concise daily update and a weekly business operations report.
* Identify recurring problems and recommend practical ways to improve efficiency.
* Work independently, communicate clearly, and bring solutions rather than simply reporting problems.

Required Qualifications

Applicants must have:

* Excellent written and spoken English.
* Strong organizational skills and exceptional attention to detail.
* Experience as a Virtual Assistant, Executive Assistant, Operations Assistant, Bookkeeper, or Project Coordinator.
* Strong Google Workspace skills, including Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.
* Proficiency with spreadsheets, basic financial calculations, and document preparation.
* Experience managing email , scheduling appointments, and following up on outstanding tasks.
* The ability to manage multiple responsibilities and meet deadlines.
* A reliable computer, stable internet connection, and a quiet working environment.
* Professional communication, discretion, honesty, and respect for confidential business information.
* A willingness to learn our systems and follow documented procedures.

Preferred Qualifications

The following experience will make an applicant stand out:

* Construction administration or contractor office management.
* QuickBooks Online and bookkeeping support.
* Construction estimates, quotes, invoices, and job costing.
* Real estate development, property management, or real estate investing.
* Facebook and Instagram business account management.
* Canva, CapCut, or other basic content creation tools.
* Experience supporting a small business owner or entrepreneur in the United States.

You do not need to be an expert in every area, but you must be highly organized and willing to learn.

Work Schedule

* Full-time, approximately 40 hours per week.
* Must have several hours of overlap with Hawaii business hours.
* Long-term position with opportunities for increased responsibility as the company grows.
* Must be responsive during agreed working hours and communicate proactively when a deadline or issue needs attention.

I
include a one minute video with you introducing yourself and how you may be a benefit to the company.
 Also Add Hawaii State Flower in Title Application.