Virtual Assist

Executive Assistant

• Provide remote drafting, design, and project coordination support to the team.
• Collaborate with the design team to produce accurate drawings and organized project documentation.
• Prepare 3D visualizations and renderings using Enscape or similar rendering software.
• Maintain drawing standards, accuracy, and version control.
• Assist in zoning/code analysis and compile documentation for permitting, bids, or client submissions.
• Support in preparing client presentations, proposals, and marketing materials.
• Track project deadlines, deliverables, and milestones.
• Organize and maintain project files, templates, and cloud-based folders.

Bilingual Architect Virtual Assistant, Portuguese-English

Video Editor

• Edit high-quality long-form and short-form videos for YouTube, podcasts, social media, and marketing campaigns.
• Create engaging reels, TikToks, YouTube Shorts, and promotional clips with captions, motion graphics, transitions, and sound design.
• Organize and manage video assets, project files, and editing workflows.
• Ensure all video content aligns with company branding, messaging, and quality standards.
• Collaborate with the marketing and content team to develop compelling visual content.
• Repurpose long-form content into multiple short-form assets for various social media platforms.
• Maintain consistent turnaround times while managing multiple editing projects simultaneously.
• Source and incorporate royalty-free music, sound effects, stock footage, and graphics when needed.
• Perform color correction, audio enhancement, and basic motion graphics to improve production quality.
• Stay current with video editing trends and platform best practices.
• Conduct outbound outreach through Facebook, Instagram, LinkedIn, email, and other platforms to generate podcast guests or qualified business leads.
• Respond promptly to inbound inquiries and qualify prospects based on company criteria.
• Schedule appointments, podcast interviews, or discovery calls using company calendars.
• Follow up consistently with leads to maximize booking rates.
• Maintain accurate CRM records, outreach activities, and appointment statuses.
• Work closely with leadership to improve outreach messaging, booking processes, and overall conversion rates.
• Track outreach metrics and provide weekly performance reports.

Video Editor, Appointment Setter Experience

Business Development Rep

• Utilize AI tools (such as ChatGPT and other productivity platforms) to improve workflows, automate repetitive tasks, generate business insights, and support company growth initiatives.
• Conduct lead generation by researching potential clients, qualifying prospects, and building targeted contact lists.
• Perform outbound cold calls to prospective clients, introduce company services, and schedule appointments or follow-up meetings.
• Research companies, markets, competitors, and industry trends to identify new business opportunities.
• Maintain accurate records of leads, communications, and follow-up activities within the CRM system.
• Assist with executive administrative tasks, including calendar management, email organization, scheduling, and document preparation.
• Track company expenses and organize financial records for reporting.
• Manage bookkeeping tasks using QuickBooks (required), including expense categorization, invoice management, and basic financial recordkeeping.
• Prepare reports, spreadsheets, and summaries to support business decisions.
• Organize digital files, documents, and operational records.
• Identify opportunities to improve processes and recommend more efficient systems and workflows.
• Take ownership of assigned projects, follow through with minimal supervision, and proactively solve problems.
• Perform additional administrative and business support tasks as assigned.

Business Development Assistant

Backend Engineer

• Create accurate as-built residential models in Chief Architect from Matterport scans, surveys, photos, sketches, and field measurements.
• Develop detailed 3D models of existing and proposed homes, additions, remodels, and custom residential projects.
• Model site conditions including topography, grading, retaining walls, docks, seawalls, driveways, landscaping, hardscapes, and outdoor living spaces.
• Produce complete bid-set and construction drawing packages, including site plans, floor plans, elevations, sections, details, demolition plans, and cabinet layouts.
• Prepare professional drawing sets in multiple sheet sizes and scales according to company standards.
• Create high-quality 3D visualizations, photorealistic renderings, and presentation materials for client meetings and project proposals.
• Utilize rendering and visualization software to enhance lighting, materials, environments, backgrounds, and overall presentation quality.
• Review, refine, and correct Chief Architect models to ensure structural logic, proper layering, and drafting accuracy.
• Identify and resolve design conflicts, drafting errors, missing information, and constructability concerns.
• Maintain company drafting standards, templates, libraries, layer structures, and file organization systems.
• Collaborate with designers, project managers, estimators, and leadership throughout all phases of project development.
• Translate conceptual designs into accurate and buildable construction documentation.
• Ensure all plans, models, and renderings are completed on schedule and meet company quality standards.
• Manage project revisions, plan updates, version control, and document organization.
• Assist in developing design alternatives, space planning solutions, and value-engineering recommendations when requested.
• Support permitting, estimating, and construction teams by providing accurate drawings and project documentation.
• Participate in quality assurance reviews and continuously improve drafting workflows, standards, and processes.
• Stay current with Chief Architect updates, industry best practices, residential construction methods, and emerging design technologies.

Chief Architect, Draftsman

• Provide comprehensive executive and administrative support, including calendar
• management, email and inbox management, scheduling, meeting coordination, travel arrangements, document preparation, data entry, and project tracking.
• Manage day-to-day operational tasks, maintain organized digital filing systems, update
• CRM and project management platforms, and assist with process documentation and SOP creation.
• Support recruitment efforts by sourcing, screening, and coordinating candidates for blue-collar, field, and operational roles through various job boards, social media platforms, referrals, and networking channels.
• Conduct initial candidate outreach and screening interviews, schedule interviews,
• maintain applicant tracking systems (ATS), and ensure a positive candidate experience throughout the hiring process.
• Coordinate onboarding activities, including offer letters, new hire documentation, background checks, and orientation scheduling.
• Track recruitment pipelines, hiring metrics, and staffing progress while providing regular updates and recommendations to leadership.
• Assist leadership in workforce planning by identifying staffing needs, building talent
• pipelines, and implementing efficient hiring processes that support business growth.
• Follow up with candidates, hiring managers, and new hires to ensure smooth communication and successful hiring outcomes.
• Support client and vendor communications, respond to inquiries, and maintain professional relationships on behalf of the company.
• Conduct research, gather market and competitor insights, and prepare reports, presentations, and summaries for leadership review.
• Monitor task deadlines, coordinate cross-functional projects, and ensure priorities are completed accurately and on time.
• Handle confidential business, employee, and candidate information with professionalism and discretion.
• Identify opportunities to improve administrative and recruiting workflows, helping increase operational efficiency and team productivity.
• Provide general administrative support and assist with special projects as assigned by leadership.

Recruiting Virtual Assistant

Operations

• Manage executive calendars, scheduling, meetings, and daily operational priorities
• Handle inbox and email management, including filtering, responding, and escalating key items
• Support leadership with internal communications, reporting, and cross-team coordination
• Maintain and update project tracking systems, CRM records, and construction logs
• Prepare, organize, and manage construction documentation including RFIs, submittals, and project correspondence
• Create, edit, and revise construction drawings using CAD software such as Autodesk AutoCAD or similar tools
• Interpret architectural and engineering plans and convert them into clear field-ready drawings and markups
• Perform plan takeoffs, redlines, and drawing revisions based on field feedback and project requirements
• Assist estimating and preconstruction teams with drawing organization and scope clarification
• Maintain vendor databases, CSI division breakdowns, and subcontractor directories
• Review vendor proposals and material specifications for completeness and alignment with project requirements
• Coordinate with project managers, superintendents, and subcontractors to ensure design intent is followed in the field
• Identify inconsistencies, conflicts, or gaps in drawings before and during construction
• Support MEP coordination efforts (electrical, plumbing, HVAC) where applicable
• Organize and maintain digital filing systems, shared drives, and project documentation structures
• Develop and maintain SOPs (standard operating procedures) for recurring workflows and processes
• Track bids, proposals, and project pipelines in structured systems or CRM tools
• Assist with compliance documentation, insurance requests, and audit preparation when needed

Auto CAD, Construction Operations Support

Customer Support

• Handle inbound and outbound customer communication via phone, email, SMS, or chat
• Provide professional and timely customer support while maintaining a positive client experience
• Update and manage customer information accurately in JobNimbus CRM
• Follow company SOPs, scripts, and workflows consistently
• Schedule appointments and coordinate follow-ups with clients and internal teams
• Monitor customer inquiries and ensure all tickets or requests are resolved promptly
• Document customer interactions, notes, and updates inside the CRM
• Assist with lead management, status updates, and pipeline tracking
• Perform data entry and maintain organized digital records
• Escalate customer concerns or urgent issues to the appropriate department
• Coordinate with sales and operations teams to ensure smooth customer onboarding and service delivery
• Track task completion and maintain daily productivity targets
• Assist with quality assurance by ensuring all processes are completed accurately
• Maintain confidentiality of customer and company information
• Provide general administrative support and assist with special projects as needed

Customer Service Representative

• **Key Responsibilities:**
• **GoHighLevel (GHL) Management**
• - Build, audit, and maintain GHL accounts, including pipelines, workflows, automations, triggers, and integrations
• - Develop end-to-end automation systems (lead intake, follow-ups, pipeline movement, tagging, appointment booking, voicemail drops)
• - Troubleshoot and resolve workflow issues, broken triggers, and logic errors independently
• - Manage CRM data integrity, including contact records, custom values, segmentation, and tagging across multiple client accounts
• - Support AI conversation bot (Amanda V5) deployments, including workflow triggers and custom value mapping
• - Ensure zero data bleed between client sub-accounts
• **Meta Ads Management (Facebook & Instagram)**
• - Build, launch, and manage Meta ad campaigns across 15+ accounts simultaneously
• - Set up complete campaign structures (awareness, lead generation, retargeting, lookalike audiences)
• - Monitor campaigns daily for performance issues, disapprovals, budget pacing, and audience fatigue
• - Optimize campaigns by identifying what to scale, pause, or refresh based on performance data
• - Manage pixels, lead forms, and conversion tracking setups
• - Conduct audits and continuously improve account performance
• - Interpret and report campaign data clearly for internal use
• **Creative Production (Design Support)**
• - Design high-quality static ad creatives (1:1 and 9:16 formats) for Facebook and Instagram
• - Produce multiple creative variations for A/B testing
• - Ensure all creatives align with brand guidelines, messaging, and compliance standards
• - Make quick adjustments to existing creatives for refreshes or fixes
• - Organize and maintain a clean, structured asset library
• - Apply strong design fundamentals (visual hierarchy, clear CTA, professional aesthetic)
• **Client & Team Support**
• - Provide accurate campaign data, insights, and updates to the Account Manager
• - Support client communication by ensuring all backend systems and reporting are up-to-date
• - Occasionally join client calls to provide technical insights on ads and GHL systems
• - Proactively flag issues, risks, or performance drops before they impact clients
• - Maintain professional and clear communication at all times
• **Additional Responsibilities**
• - Support onboarding of new client accounts using existing SOPs
• - Create and document SOPs for workflows, campaigns, and troubleshooting
• - Collaborate with internal team members to improve systems and processes
• - Assist with administrative tasks and special projects as needed