???? Virtual Assistant / Operations Manager – High-Efficiency, Logistics & Scheduling Required

Work Hours: M–F, 8:30 AM – 5:30 PM EST (occasional Saturdays)
Pay: Based on Experience ($1200-$2000)
Background Check & References Required

About Us
We are a fast-moving demolition, land clearing, and hauling business in Tampa, Florida, handling high-pressure projects that require precise coordination. Our team operates in the field while our office manages scheduling, logistics, finances, and communication remotely.

We are seeking a high-level Virtual Assistant (VA) with strong operations, logistics, and scheduling experience to keep everything organized, efficient, and on schedule.

This is a long-term role with growth potential into full-time operations management as the company scales.

Who We Need:
5+ years of experience in admin, project management, logistics, or operations
Expert-level English (must take calls, write emails professionally)
Strong leadership & initiative – NO micromanaging, we need someone self-directed
Must be extremely organized & tech-savvy – experience with spreadsheets, Upgrade to see actual info, WhatsApp, AI tools, automation
Must have experience handling logistics, setting routes, and communicating schedules to both teams & clients
Able to track tasks, schedules, and financials with precision
Fast execution & high quality – work must be done right the first time
Can handle phone calls professionally (client follow-ups, technician coordination)
Understands U.S. business practices & bookkeeping (QBO is a plus but NOT required)
Must have a FAST phone and a FAST computer – this role is high-pressure and time-sensitive
Must be able to work under pressure and meet timelines – delays cost the company money

Core Responsibilities
Project, Scheduling & Logistics Management
Set and assign daily routes for technicians and confirm they have everything needed for the day
Post schedules and communicate timelines to both the team and clients
Ensure jobs are completed on time and according to plan
Oversee Upgrade to see actual info task boards and technician schedules
Track and organize project details, start/end times, and technician check-ins
Follow up with technicians for updates, photos, and job progress
Solve scheduling & logistical issues fast – must be able to think ahead and adjust routes and assignments as needed
Photo & Documentation Management
Organize Google Photos albums for each project
Ensure all photos uploaded are clear and correctly labeled
Track cleanup details, hauling amounts, and material usage
Financial & Client Management
Create & send invoices/estimates (QBO experience is a plus but not required)
Follow up with clients after estimates: 24 hrs, 48 hrs, 1 week, 2 weeks
Request deposits from approved estimates & track payments
Audit & clean up books (if experienced) to identify missing transactions, potential fraud, and cost savings
Order materials from suppliers & track delivery
Communication & Coordination
Monitor WhatsApp conversations and follow up on new tasks
Answer phone calls professionally & screen leads
Ensure contractors complete required forms
Post schedules & reminders for technicians
Communicate routes and schedules to both the team and clients
Growth Tasks (Extra Hours as We Scale)
Lead generation & outreach
Market research & data entry
Financial forecasting & budget planning
Work Schedule
Monday–Saturday, 8:30 AM – 5:30 PM EST
48+ hours/week, more hours available as desired/needed.
What You Get
Long-term stable work with an established U.S. business
Professional development and operations management
Competitive pay based on experience
Performance Based bonuses
Opportunity to take ownership & make an impact
To Apply, You Must Submit:
Resume
Cover letter explaining why you’re the best fit for this role
Your experience with Upgrade to see actual info, logistics, scheduling, and handling operations
Your requested hourly rate (in USD)
Your availability for U.S. hours
A voice note using voicearoo, expressing your interest in the role and experience with project/operations management.
Apply now – we’re hiring immediately!

Final Thoughts on This Role
This is NOT for beginners or people who need to be micromanaged. We need someone fast, sharp, and reliable who can work at a high level of efficiency. If you thrive in a fast-moving business and take pride in keeping everything organized and on track — this is for you.

Apply today and let’s build something great together!