About the Role
We are looking for a highly organized and proactive Bilingual Executive Assistant – Construction & Operations to support the day-to-day operations, client relationships, project coordination, and business development activities of a construction-focused business.
This is a multifunctional role with a strong emphasis on the construction industry. You will work closely with management, clients, prospects, and internal teams to keep projects, customer communications, sales follow-ups, and administrative processes moving forward.
The ideal candidate is comfortable communicating with clients in English and Spanish, managing multiple priorities, following up consistently, and working in a fast-paced environment.
Construction industry experience is a strong advantage, particularly experience with construction companies, contractors, subcontractors, home improvement, remodeling, property services, or other project-based businesses.
Key Responsibilities
Construction Operations & Project Coordination
- Coordinate and track ongoing construction-related projects from initiation through completion.
- Maintain project timelines, task lists, deadlines, and follow-up schedules.
- Communicate with clients, contractors, team members, and other stakeholders regarding project updates.
- Follow up on outstanding tasks and help ensure projects stay on schedule.
- Identify potential delays, missing information, or project issues and communicate them to management.
- Organize project documentation and maintain accurate records.
- Assist management with day-to-day operational tasks and special projects.
Executive & Administrative Support
- Manage incoming and outgoing phone calls in English and Spanish.
- Respond to emails, messages, and client inquiries promptly and professionally.
- Schedule appointments, meetings, consultations, and follow-ups.
- Maintain calendars, documents, reports, and administrative records.
- Assist the executive team with daily priorities and business operations.
CRM & Customer Management
- Maintain and update customer and prospect information in the CRM.
- Track leads, opportunities, client interactions, and follow-up activities.
- Keep CRM records accurate, organized, and up to date.
- Create and maintain reports related to sales activity and client accounts.
- Monitor follow-up tasks and ensure prospects receive timely communication.
- Help maintain strong relationships with existing and prospective customers.
Collections & Accounts Receivable
- Follow up with clients regarding outstanding invoices and payments.
- Make professional collection calls and send payment reminders.
- Maintain accurate records of payment status and client communications.
- Coordinate with management or accounting regarding overdue accounts.
- Assist with billing questions and payment-related concerns.
Sales & Business Development
- Conduct outbound calls, emails, and text outreach to prospective and existing clients.
- Follow up with leads and previous prospects to identify new business opportunities.
- Qualify prospects and schedule sales appointments.
- Maintain consistent sales follow-up through the CRM.
- Assist with lead generation, prospect research, and sales campaigns.
- Build and maintain positive relationships with prospects and clients.
Qualifications
- Fluent in English and Spanish, with strong written and verbal communication skills.
- Previous experience in administration, operations, customer service, sales coordination, project coordination, or a similar role.
- Strong organizational and time-management skills.
- Comfortable making phone calls and communicating directly with clients.
- Strong follow-up skills and attention to detail.
- Comfortable using CRM systems and other business software.
- Able to manage multiple priorities and deadlines independently.
- Professional, reliable, proactive, and solution-oriented.
- Comfortable working in a remote environment.
Construction Experience — Strong Advantage
Experience in the construction industry is highly preferred, especially experience with:
- Construction companies
- General contractors
- Subcontractors
- Remodeling or renovation companies
- Home improvement businesses
- Property maintenance or project-based services
- Construction project coordination
- Contractor or client communications
Candidates without direct construction experience are still encouraged to apply if they have strong operations, project coordination, sales, customer service, or administrative experience and are comfortable learning the construction industry.
Job Requirements
- Reliable computer (Intel i5/i7 or equivalent)
- Minimum 50 Mbps wired internet connection
- Noise-canceling headset
- Quiet home office suitable for conducting live virtual training
- Webcam for daily meetings and other online sessions
- Proficient in Google Workspace or Microsoft Office
- Comfortable using Zoom and other online collaboration tools
- Willing to work with a time tracker
- Work Schedule: Available to Work US Time Zones
Important:
- Ensure that the RESUME you send is in ENGLISH FORMAT. Resumes in other languages may not be considered.
- This is an URGENT ROLE, thus, we do NOT ACCEPT applicants who are currently employed full-time, seeking part-time work, on floating status, or currently rendering a notice period.
Job Types: Full-time, Permanent
Pay: $11,000.00 - $14,000.00 per month
Work Location: Remote
