Administrative & Business Development Assistant for an Electrical Services Company in the US (Home Based Part Time)

Virtual Assistant

The Company is seeking a highly organized and motivated Administrative & Business Development Assistant to support daily business operations and business growth. This position is responsible for billing, invoicing, estimating support, preparing proposals, identifying bidding opportunities, and assisting with contract acquisition efforts. The ideal candidate is detail-oriented, proactive, and capable of managing multiple projects in a fast-paced construction environment.

Administrative & Financial Support

• Prepare and process customer invoices accurately and on time.
• Track accounts receivable and assist with collections as needed.
• Maintain job files, customer records, and project documentation.
• Coordinate office communications, emails, and phone calls.
• Assist with scheduling and project administration.

Estimating & Proposal Support

• Assist in preparing project estimates and bid packages.
• Gather pricing from suppliers and subcontractors.
• Organize bid documents, specifications, and project requirements.
• Prepare professional proposals and customer quotations.
• Track submitted bids and follow up on project opportunities.

Business Development & Contract Acquisition

• Research and identify public and private bidding opportunities.
• Monitor procurement websites and contractor networks for new projects.
• Assist in preparing contract documents and vendor registrations.
• Build and maintain relationships with general contractors, property managers, and potential clients.
• Support marketing and outreach efforts to generate new business opportunities.

Project Support

• Coordinate communication between customers, project managers, and field staff.
• Assist with contract administration and change order documentation.
• Maintain project status reports and tracking systems.

Must Haves

• Previous administrative, office, or project coordination experience preferred.
• Experience with invoicing, estimating, or bidding processes is highly desirable.
• Proficiency with Microsoft Office (Word, Excel, and Outlook).
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple tasks and meet deadlines.
• Experience with project management or accounting software is a plus.
• Construction or electrical industry experience preferred.
• Knowledge of bid solicitation platforms and procurement processes.
• Familiarity with contracts, proposals, and project documentation.
• Basic understanding of construction terminology and estimating practices.

Home Office Requirements

• Perfectly working headset and webcam
• Stable internet connection of at least 25 Mbps ~ 50 Mbps
• Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
• Quiet room with no distractions or background noises
• A backup plan if the power goes out or if your internet connection becomes unstable during your shift