ADMINISTRATIVE ASSISTANT / OPERATIONS COORDINATOR

Job Description

Job Description

Company: Reformation Custom Construction
Location: Primarily remote, with monthly in-person meetings in Dallas, Oregon
Schedule: Approximately 10–20 hours per week, with room for additional hours and future growth
Position Type: Part-time, long-term
Pay: Based on experience

ABOUT REFORMATION CUSTOM CONSTRUCTION

Reformation Custom Construction is an established construction company serving Salem, Dallas, Monmouth, Independence, Polk County, and surrounding Oregon communities. For more than 10 years, we have specialized in residential remodeling, maintenance, repairs, custom construction, and select commercial projects.

We are a six-person company that takes pride in quality workmanship, excellent client communication, attention to detail, and highly organized project administration.

POSITION OVERVIEW

We are looking for a trustworthy, highly organized, and self-sufficient virtual administrative assistant to support our day-to-day operations.

This is not a temporary position. We are looking for someone interested in making a long-term commitment to the company, learning how our business operates, and taking greater ownership as the role grows.

The right person will be proactive, resourceful, and comfortable solving problems independently. We need someone who can think critically, identify what needs to be done, and develop practical solutions without requiring constant supervision.

This position will initially require approximately 10–20 hours per week. Additional hours and responsibilities may become available for the right person. Future opportunities may include helping develop administrative systems, improve company processes, and support the continued growth of the business.

PRIMARY RESPONSIBILITIES

Lead Intake and Client Communication

– Enter and maintain new leads in the RCC Lead Tracker.

– Record contact information, project details, communication history, and next steps.

– Contact new leads by phone, text, or email according to company direction.

– Gather project information, photographs, property details, and other information needed to evaluate inquiries.

– Respond to prospective client questions and routine messages.

– Follow up consistently with new and existing leads.

– Re-engage older leads and determine whether they are still interested in moving forward.

– Keep communication professional, friendly, personalized, and low-pressure.

– Identify qualified opportunities and help move them toward an estimate, walkthrough, or conversation with the owner.

Estimates, Invoicing, and Payment Support

– Assist with estimate and payment workflows using Joist.

– Review estimates and invoices for accuracy and completeness.

– Create invoices in QuickBooks from approved estimates.

– Generate and send payment links to clients by text and email.

– Record payments and update invoices accurately.

– Review invoices regularly to identify missing, incomplete, or overdue payments.

– Notify clients when progress or final payments are due.

– Follow up professionally regarding outstanding balances.

– Keep the owner informed about unpaid invoices and payment issues.

Email and Administrative Support

– Monitor and organize the company email inbox.

– Identify messages requiring follow-up or action.

– Organize client, lead, vendor, billing, and general business communications.

– Draft and send responses to routine business emails.

– Flag important messages requiring the owner’s direct attention.

– Assist with online accounts, vendor portals, and administrative tasks.

– Communicate with clients, vendors, and other business contacts.

– Handle miscellaneous operational and administrative needs as they arise.

Vendor Bills and Business Payments

– Pay approved company invoices and expenses as directed.

– Process payments through vendor websites, online portals, or by phone.

– Confirm that payments were completed successfully.

– Maintain accurate payment information and supporting records.

– Assist in resolving billing or payment-related issues.

Google Business Profile and Marketing Support

– Create and publish approximately three to five Google Business Profile posts per week.

– Write project-based and educational content highlighting RCC’s remodeling, repair, maintenance, and custom construction services.

– Update the company’s Google Business Profile descriptions and messaging using relevant local SEO language.

– Research and maintain appropriate Google Business Profile categories.

– Incorporate service-area and construction-related keywords naturally.

– Develop clear calls to action that encourage estimate requests and project inquiries.

– Adjust marketing content seasonally and promote relevant services throughout the year.

– Contact clients after project completion to request Google reviews.

– Provide clients with a direct review link and track review requests.

Document and Record Management

– Organize and maintain company documents and electronic records.

– Keep licenses, insurance documents, vendor information, and other important records current and accessible.

– Update files when renewed or revised documents are received.

– Help improve digital file organization and administrative recordkeeping.

Systems and Process Development

– Identify opportunities to improve company organization and efficiency.

– Help create checklists, templates, workflows, and standard operating procedures.

– Document recurring administrative processes.

– Recommend practical solutions when problems or inefficiencies are identified.

– Help build administrative systems that can support the company’s future growth.

REQUIRED QUALIFICATIONS

– Previous experience in administrative assistance, office management, operations coordination, bookkeeping support, or a similar position.

– Excellent written and verbal communication skills.

– Strong organizational skills and attention to detail.

– Ability to manage multiple priorities and follow tasks through to completion.

– Proven ability to work independently without constant supervision.

– Strong critical-thinking and problem-solving abilities.

– Comfortable communicating professionally with clients and vendors.

– Able to handle confidential company, client, and financial information responsibly.

– Reliable computer, internet connection, and professional remote working environment.

– Availability during normal Pacific Time business hours for client and vendor communication.

– Ability to attend one in-person meeting each month in Dallas, Oregon.

– Willingness to make a long-term commitment and grow with the company.

PREFERRED QUALIFICATIONS

– Experience working with a construction, remodeling, home-service, or trade business.

– Experience using QuickBooks and Joist.

– Experience with Google Workspace, including Gmail, Google Drive, Docs, and Sheets.

– Experience with lead tracking or customer relationship management systems.

– Experience managing a Google Business Profile or creating local SEO content.

– Familiarity with invoicing, payment tracking, accounts receivable, or basic bookkeeping processes.

– Experience creating systems, written procedures, templates, and repeatable workflows.

THE IDEAL CANDIDATE

The ideal person does more than wait for instructions. They take initiative, ask thoughtful questions, notice when something has been overlooked, and work toward a solution.

They are dependable, discreet, organized, and comfortable taking ownership of their responsibilities. They understand when to resolve an issue independently and when something needs to be brought to the owner’s attention.

We are especially interested in someone who wants to become a trusted, long-term part of the company and whose role can expand over time.

SCHEDULE, LOCATION, AND GROWTH

This position will begin at approximately 10–20 hours per week. The schedule must include consistent availability during normal Pacific Time business hours for client and vendor communication.

This is primarily a remote position; however, the selected candidate must live within a reasonable driving distance of Dallas, Oregon, and be available to attend one in-person meeting each month in Dallas.

Occasional local assistance, including checking the company mailbox in Independence approximately twice per month, may also be required.

There is room for additional hours, responsibilities, and professional growth as trust is established and the company’s needs expand.

HOW TO APPLY

Please submit your résumé along with a brief response addressing the following:

1. Why are you interested in a long-term position with a construction company?
2. What experience do you have with QuickBooks, Joist, lead tracking, client communication, or Google Business Profile management?
3. Describe a situation in which you identified and solved a business problem without detailed instructions.
4. What is your current weekly availability, and during what Pacific Time hours are you generally available?
5. Are you able to attend one in-person meeting each month in Dallas, Oregon?
6. What is your desired hourly rate?

Applicants who do not answer these questions may not be considered.

\nCompany Description

Reformation Custom Construction is a small family-owned construction company in Polk County that specializes in high-end custom residential remodel.

Company Description

Reformation Custom Construction is a small family-owned construction company in Polk County that specializes in high-end custom residential remodel.