administrative assistant

Ready- Contractors

Job Overview Ready- Contractors, a reputable company that has been serving the eastern North Carolina community with quality workmanship since 1969, is seeking a highly organised and self-motivated individual to join our team as a WFH Administrative Assistant. This is a full-time, remote position based in the United States, offering the flexibility to work from home. The successful candidate will be responsible for providing comprehensive administrative support to ensure the efficient operation of our construction business. We are looking for a proactive professional with excellent communication skills and a keen eye for detail. Responsibilities  <ul><li>Manage and maintain executives' schedules, appointments, and travel arrangements.</li><li>Handle and screen incoming calls and correspondence, directing them to the appropriate person.</li><li>Prepare and edit correspondence, reports, presentations, and other documents.</li><li>Organise and maintain digital filing systems, ensuring documents are easily accessible.</li><li>Liaise with clients, suppliers, and internal staff in a professional and courteous manner.</li><li>Assist with basic bookkeeping duties, including data entry and expense tracking.</li><li>Provide administrative support for various construction projects as needed.</li><li>Coordinate virtual meetings, prepare agendas, and take minutes when required.</li></ul>Qualifications  <ul><li>Proven experience as an Administrative Assistant, Virtual Assistant, or in a similar role.</li><li>Excellent organisational and time-management skills, with the ability to prioritise tasks effectively.</li><li>Strong written and verbal communication skills.</li><li>Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other common office software.</li><li>Ability to work independently with minimal supervision in a remote setting.</li><li>High level of attention to detail and accuracy.</li><li>Experience within the construction industry is highly desirable but not essential.</li><li>A proactive approach to problem-solving and a 'can-do' attitude.</li></ul> Benefits  <ul><li>Competitive hourly wage of $40 - $100 USD, based on experience and qualifications.</li><li>A fully remote position offering an excellent work-life balance.</li><li>The opportunity to be part of a well-established company with a strong reputation for quality and reliability.</li><li>A supportive and collaborative team environment where your contribution is valued.</li></ul>

WFH Administrative Assistant

FirstService Residential

<div>Description
Temp to Perm Administrative Assistant
Schedule: Monday-Friday
Pay: $23.50 hourly 
Job Overview:
As an Administrative Assistant, you&rsquo;ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties. 
Your Responsibilities:<ul><li>
Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.</li><li>
Ensure that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.</li><li>
Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager&rsquo;s review and approval.</li><li>
Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
</li><li>Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
</li><li>Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.</li><li>
Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
</li><li>Sets up meetings for Board Approval process.
</li><li>Keeps packages updated with new memos and policies as required.
</li><li>Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).</li><li>
Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.</li><li>
Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.</li><li>
Follows safety procedures and maintains a safe work environment.</li><li>
Other duties as required.</li></ul> 
Skills &amp; Qualifications:
<ul><li>Associates degree with concentration in business preferred, or equivalent combination of education and experience.</li><li>
Three (3) to Five (5) plus years of related work experience.
</li><li>Computer literacy: Intermediate proficiency in Microsoft Windows software.
</li></ul><ul><li>Must possess a strong administrative background.
</li><li>Strong working knowledge of customer service principles and practices.</li><li>
Excellent interpersonal, office management and communications skills.</li><li>
Self-starter with excellent communication, interpersonal and customer service and telephone skills.</li></ul> 
Physical Requirements:
<ul><li>Physical demands include ability to lift up to 50lbs.</li><li>
Standing, sitting, walking and occasional climbing.
</li><li>Required to work at a personal computer for extended periods of time.</li><li>
Talking on the phone for extended periods of time.
</li><li>Ability to detect auditory and/or visual emergency alarms.
</li><li>Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
</li><li>Driving when necessary.</li></ul> 
What We Offer:
As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions. 
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time. 
 
 
Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. 
 
Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company. 
 
Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a &ldquo;reasonable accommodation,&rdquo; as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com. 
 
Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.</div>

Administrative Assistant - Temp to Perm

Zirtual

<div>
 Zirtual is a work-life balanced company that provides clients with experienced, highly skilled remote assistants for both personal and professional needs. Our Executive Assistants are committed to delivering efficient, proactive, and high-quality support that meets and exceeds client expectations.
 
 
 The Executive Assistant is a vital member of the Zirtual team and serves as the primary point of contact for assigned clients. In this role, you will work independently while receiving support from an Account Supervisor, who will assist with client relationships, plan adjustments, quality feedback, and ongoing guidance.
 
 
 As an Executive Assistant, you will play a critical role in supporting busy professionals by managing schedules, communications, and day-to-day operations. You will help streamline workflows, anticipate needs, and ensure tasks are completed efficiently and accurately.
 
 
 Assistants are expected to be available for clients during business hours as agreed upon with each client but around-the-clock availability is not expected. Responsibilities also include sending weekly usage reports, responding to communication within a two-hour window, maintaining detailed client profiles, and following Zirtual's best practices for success.
 
 
 This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
 
 
 
 Typical Duties and Responsibilities (may vary based on client needs)
 
 
 
 Calendar &amp; Schedule Management
 
 
 <ul>
 <li>
 Manage and coordinate complex calendars and appointments
 </li>
 <li>
 Schedule meetings, calls, and events across multiple time zones
 </li>
 <li>
 Anticipate scheduling conflicts and proactively resolve them
 
 
 </li>
 </ul>
 Email &amp; Communication Management
 
 
 <ul>
 <li>
 Monitor and manage inboxes, including drafting and responding to emails
 </li>
 <li>
 Prioritize communications and ensure timely follow-up
 </li>
 <li>
 Serve as a liaison between clients and internal/external contacts
 
 
 </li>
 </ul>
 Administrative Support
 
 
 <ul>
 <li>
 Prepare documents, presentations, and reports
 </li>
 <li>
 Handle data entry, file organization, and record maintenance
 </li>
 <li>
 Assist with project coordination and task tracking
 
 
 </li>
 </ul>
 Travel &amp; Event Coordination
 
 
 <ul>
 <li>
 Research and book travel arrangements (flights, hotels, transportation)
 </li>
 <li>
 Create detailed itineraries and manage travel changes
 </li>
 <li>
 Coordinate virtual and in-person meetings or events
 
 
 </li>
 </ul>
 Operations &amp; Task Management
 
 
 <ul>
 <li>
 Support day-to-day business operations
 </li>
 <li>
 Conduct research and compile information as needed
 </li>
 <li>
 Identify opportunities to improve processes and efficiency
 
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 Skills &amp; Attributes
 
 
 <ul>
 <li>
 Strong organizational and time management skills
 </li>
 <li>
 Excellent written and verbal communication
 </li>
 <li>
 High attention to detail and accuracy
 </li>
 <li>
 Ability to manage multiple clients and deadlines
 </li>
 <li>
 Proactive, resourceful, and solution-oriented mindset
 </li>
 <li>
 Ability to work independently in a remote environment
 
 
 
 </li>
 </ul>
 
 Preferred
 
 
 
 <ul>
 <li>
 Bilingual (English/French and/or Spanish)
 </li>
 <li>
 Experience supporting executives, entrepreneurs, or small business owners
 
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Associate's or Bachelor's degree in Business Administration or related field (or equivalent experience)
 </li>
 <li>
 2-4+ years of experience as an Executive Assistant, Administrative Assistant, or similar role
 </li>
 <li>
 Experience supporting multiple clients or executives preferred
 </li>
 <li>
 Typing ability of at least 50 WPM with accuracy
 
 
 
 </li>
 </ul>
 
 Technical Skills
 
 
 
 <ul>
 <li>
 Google Workspace and/or Microsoft Office
 </li>
 <li>
 Calendar management tools (Google Calendar, Outlook)
 </li>
 <li>
 Project management and CRM tools (e.g., Asana, Trello, ClickUp, Zoho, Salesforce)
 </li>
 <li>
 Communication tools (Slack, Zoom, Teams)
 
 
 
 </li>
 </ul>
 
 Work Requirements
 
 
 
 <ul>
 <li>
 Reliable high-speed internet, computer, and phone
 </li>
 <li>
 Ability to maintain confidentiality and professionalism
 </li>
 <li>
 Availability during business hours (PST or EST, Monday-Friday), unless otherwise agreed in writing with each client
 
 
 
 </li>
 </ul>
 
 Compensation
 
 
 
 This is an independent contractor position. Compensation is based on a percentage of client monthly plans, with average monthly earnings ranging from $1,500-$3,800, depending on client mix.
 
 
 
 Protecting Yourself from Recruitment Scams
 
 
 
 Zirtual is committed to maintaining the integrity of our Talent acquisition process and the security of our candidates. We've observed a rise in phishing and fraudulent schemes where individuals impersonate Zirtual representatives and offer job seekers false interviews or job offers. These scams often attempt to extract payment or sensitive personal information.
 
 
 To help you navigate your job search with confidence, please keep the following points in mind:
 
 
 <ul>
 <li>
 No Financial Requests: Zirtual will never ask for payment or demand personal financial details (such as banking information, credit card numbers, or social security numbers) at any stage of our hiring process. Our legitimate recruitment is entirely free for candidates
 </li>
 <li>
 No Equipment: Zirtual does not provide equipment and does not request candidates to pay for equipment.
 </li>
 <li>
 Please always verify communications:
 </li>
 <ul>
 <li>
 Direct from Zirtual: If you receive an email from one of our recruiters, it will only come from an @zirtual.com address
 </li>
 </ul>
 <li>
 Exercise Caution with Unsolicited Outreach: If you receive any communication that appears suspicious, contains grammatical errors, or makes unusual requests, do not engage. Always confirm the sender's email domain is @zirtual.com before providing any personal information or clicking on links
 </li>
 <li>
 What to Do If You Suspect Fraud: Should you encounter any questionable or fraudulent outreach claiming to be from Zirtual, please report it immediately to support@zirtual.com. Your proactive caution is invaluable in protecting your personal information and upholding the security and trustworthiness of our recruitment efforts
 </li>
 </ul>
</div>

Remote Executive Assistant

SkyWater Technology

Job Overview SkyWater Technology is seeking a highly organised and proactive Remote Appointment Scheduler to join our team on either a Part-Time or Full-Time basis. As a leading U.S.-based semiconductor manufacturer and a DMEA-accredited Category 1A Trusted Supplier, SkyWater Technology is at the forefront of technological innovation. This remote role is crucial for ensuring the smooth and efficient coordination of appointments and meetings, supporting our teams as we serve the growing markets of aerospace &amp; defence, automotive, biomedical, industrial, and quantum computing. The ideal candidate will be a self-motivated individual with exceptional communication skills and a keen eye for detail. Responsibilities  <ul><li>Manage and coordinate complex calendars for various departments and senior staff.</li><li>Schedule, reschedule, and confirm appointments, meetings, and conference calls with both internal teams and external stakeholders.</li><li>Communicate professionally via email and telephone to coordinate availability and provide necessary information.</li><li>Send out timely meeting invitations, reminders, and follow-up correspondence.</li><li>Proactively identify and resolve scheduling conflicts in a timely and efficient manner.</li><li>Maintain accurate and up-to-date records within our scheduling systems.</li><li>Prepare and distribute meeting agendas or relevant materials to participants in advance.</li><li>Provide general administrative support to ensure seamless operational workflow.</li></ul>Qualifications  <ul><li>Proven experience as an Appointment Scheduler, Virtual Assistant, or in a similar administrative or coordination role.</li><li>Exceptional organisational and time-management skills with the ability to prioritise tasks effectively.</li><li>Excellent verbal and written communication skills with a professional demeanour.</li><li>High level of proficiency with calendar management software (e.g., Microsoft Outlook, Google Calendar) and the wider MS Office Suite.</li><li>Meticulous attention to detail and a commitment to accuracy.</li><li>The ability to work independently and manage a diverse workload in a remote setting.</li><li>Strong problem-solving skills and the ability to adapt to changing priorities.</li><li>Experience working across different time zones is considered an advantage.</li></ul>

Remote Appointment Scheduler (PT/FT)

Media Med

Job OverviewWe are seeking a dynamic and detail-oriented Dental Office Front Desk Agent to join our vibrant dental practice team. In this pivotal role, you will be the first point of contact for patients and visitors, ensuring a welcoming environment while managing essential administrative functions. Your energy and organizational skills will help streamline daily operations, facilitate patient care, and uphold the highest standards of confidentiality and professionalism. This paid position offers an exciting opportunity to contribute to a thriving healthcare setting while developing your expertise in medical administrative support and dental office management.Responsibilities<ul><li>Greet patients warmly, verify their appointments, and manage check-in/check-out procedures efficiently.</li><li>Schedule appointments using dental practice management software such as Dentrix or Eaglesoft, ensuring optimal patient flow.</li><li>Verify insurance coverage, perform insurance eligibility checks, and process claims accurately using systems like Epic, Meditech, or Athenahealth.</li><li>Handle multi-line phone systems with professionalism, providing clear information and directing calls appropriately.</li><li>Manage patient records with precision, including filing, updating electronic health records (EHR) systems, and reviewing documentation for accuracy.</li><li>Assist with billing processes by performing medical collection tasks, coding procedures with CPT and ICD-10 codes, and ensuring compliance with HIPAA regulations.</li><li>Support clinical staff by coordinating patient intake, medical documentation review, and maintaining confidentiality of sensitive health information.</li></ul>Qualifications<ul><li>Proven experience in a dental or medical front desk role with strong knowledge of dental terminology and clinical confidentiality policies.</li><li>Familiarity with EHR systems such as Eaglesoft, Dentrix, eClinicalWorks, or similar platforms; experience with Epic or Meditech is a plus.</li><li>Proficiency in Microsoft Office Suite (Word, Excel) along with excellent typing skills (including 10 key typing).</li><li>Knowledge of health insurance processes including verification, Medicare procedures, ICD coding (ICD-9/ICD-10), CPT coding, and medical billing practices.</li><li>Exceptional customer service skills combined with phone etiquette and effective communication abilities in a fast-paced environment.</li><li>Bilingual abilities are highly desirable to serve diverse patient populations effectively.</li><li>Previous clinic or healthcare office experience is preferred; familiarity with multi-line phone systems and electronic health record management is essential.</li><li>Strong organizational skills with attention to detail in documentation review and office management tasks.</li></ul>Join us to be part of a dedicated team that values professionalism, compassion, and excellence in patient care!Pay: From $18.00 per hourWork Location: In person

Dental Office Front Desk Agent

Alfresco Air

Alfresco Air is South Florida's leading commercial HVAC contractor specializing in high-rise condominiums, commercial buildings, service, maintenance, and large-scale retrofit projects.We are seeking an organized, energetic, and customer-focused HVAC Service Coordinator to join our growing team. This position serves as the primary point of contact between our customers, technicians, and management team. The ideal candidate is highly organized, comfortable handling multiple priorities, and committed to delivering outstanding customer service.Key Responsibilities<ul><li>Answer incoming customer calls and service requests</li><li>Create and manage work orders in Corrigo IFSM</li><li>Schedule and dispatch technicians for service calls and emergency repairs</li><li>Communicate with customers regarding service updates, technician arrival times, and work completion</li><li>Coordinate daily schedules for field technicians</li><li>Maintain accurate service records, work orders, and customer information</li><li>Assist with estimates, proposals, and administrative support tasks</li><li>Follow up with customers to ensure satisfaction and completion of service requests</li><li>Qualifications</li><li>Previous experience in customer service, scheduling, dispatching, property management, or service coordination preferred</li><li>HVAC, plumbing, electrical, restoration, elevator, or property management industry experience is a plus</li><li>Excellent verbal and written communication skills</li><li>Strong computer skills, including Microsoft Office and web-based software platforms</li><li>Bilingual English/Spanish preferred</li><li>Ability to multitask and remain organized in a fast-paced environment</li><li>Positive attitude, strong work ethic, and sense of urgency</li><li>Benefits</li><li>Competitive compensation</li><li>Health insurance</li><li>Paid time off</li><li>Professional development and training opportunities</li></ul>Schedule - Monday through Friday 7:00 AM &ndash; 5:00 PM If you enjoy helping customers, coordinating service operations, and being part of a growing team, we'd love to hear from you! Please send your resume to careers@alfresco-air.com.Pay: From $20.00 per hourBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Referral program</li><li>Vision insurance</li></ul>Language:<ul><li>Spanish (Required)</li><li>English (Required)</li></ul>Ability to Commute:<ul><li>Miami, FL 33130 (Required)</li></ul>Work Location: In person

HVAC Service Coordinator

NUTRIMED INTERNATIONAL LLC

<h2>Position Overview</h2>The Order Entry &amp; Coordination Specialist is responsible for accurately processing customer orders, coordinating internal teams, and ensuring smooth order fulfillment from initial request through delivery. This role requires strong attention to detail, excellent organizational skills, and the ability to communicate effectively with customers, vendors, sales teams, and operations departments.<h2>Key Responsibilities</h2><ul><li>Enter and process customer orders accurately into company systems and databases.</li><li>Review purchase orders, customer requests, pricing details, and product information for accuracy.</li><li>Coordinate order activities between sales, warehouse, logistics, purchasing, and customer service teams.</li><li>Monitor order status and provide timely updates to customers and internal stakeholders.</li><li>Resolve order discrepancies, delays, or issues while maintaining excellent customer service.</li><li>Maintain accurate records of orders, invoices, shipping details, and customer information.</li><li>Assist with inventory availability checks and coordinate product fulfillment.</li><li>Prepare order reports and track key performance metrics.</li><li>Communicate with vendors and suppliers regarding order confirmations and delivery schedules.</li><li>Support administrative tasks related to order management and operational coordination.</li><li>Ensure compliance with company policies and quality standards throughout the order process.</li></ul><h2>Qualifications</h2><ul><li>High school diploma or equivalent required; associate or bachelor’s degree preferred.</li><li>1–3 years of experience in order entry, customer service, administration, logistics, or operations support.</li><li>Strong data entry skills with excellent accuracy and attention to detail.</li><li>Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and order management systems.</li><li>Excellent written and verbal communication skills.</li><li>Ability to multitask, prioritize workloads, and meet deadlines in a fast-paced environment.</li><li>Strong problem-solving skills and a customer-focused mindset.</li><li>Ability to work independently and collaborate effectively with teams.</li></ul><h2>Preferred Skills</h2><ul><li>Experience with ERP, CRM, or inventory management software.</li><li>Knowledge of supply chain, shipping, or fulfillment processes.</li><li>Strong organizational and documentation skills.</li><li>Ability to identify process improvements and support operational efficiency.</li></ul><h2>Work Environment</h2>This position may be available as a remote, hybrid, or onsite role depending on company needs. The specialist will collaborate with multiple departments to ensure accurate and timely order processing while delivering a positive customer experience.<h2>Core Competencies</h2><ul><li>Order Management</li><li>Data Accuracy</li><li>Customer Service</li><li>Communication</li><li>Organization &amp; Time Management</li><li>Problem Solving</li><li>Team Collaboration</li><li>Process Improvement</li></ul>

Order Entry & Coordination Specialist (Remote)

Order Entry & Coordination Specialist

Explore 9+ Administrative assistant in Miami this July. Find roles across top companies and apply now to boost your career.