Virtual Administrative Assistant – Logistics & Project Coordination

About the Company

A specialized company that installs automated racking and robotic storage systems for warehouses and industrial facilities. These high-tech systems include automated forklifts and advanced storage solutions used in large-scale logistics environments. As the company expands and takes on larger installation projects, including international work we are seeking a reliable Virtual Assistant to help manage administrative coordination, equipment logistics, and project tracking.

Role Overview

This role is primarily administrative and operational support for the company owner. You will help coordinate project logistics, maintain organized records of quotes and job progress, and assist with travel and equipment arrangements for installation projects. The role will begin part-time and may scale to full-time as project volume increases.

Core Responsibilities

Administrative & Project Support

• Maintain a job log to track ongoing installation projects
• Maintain and update a quote tracking log
• Organize project documentation and notes
• Assist the owner with administrative coordination and task tracking

Travel & Logistics Coordination

• Book hotel accommodations for installation teams
• Assist with scheduling travel for project work
• Coordinate project-related logistics as needed

Equipment Rental Coordination

• Contact suppliers to arrange rental equipment for installation projects
• Confirm availability and delivery timelines
• Maintain records of equipment rentals and related costs

Communication & Internal Coordination

• Work directly with the company owner to organize project activities
• Communicate occasionally with suppliers when equipment rentals are needed
• Maintain clear records and updates on project progress

Most communication will be internal with the owner rather than customer-facing.

Required Qualifications

• Fluent English and Spanish (spoken and written)
• Strong organizational and administrative skills
• Experience using Microsoft Excel and Word
• Ability to track and manage multiple projects
• Comfortable coordinating logistics and supplier communication
• Strong attention to detail
• Reliable and proactive work ethic

Preferred Qualifications

• Based in Latin America (Colombia preferred)
• Experience supporting construction, logistics, or operations teams
• Experience coordinating travel or equipment logistics
• Familiarity with project tracking or job logs

Working Style

The ideal candidate is:

• Organized and dependable
• Comfortable working independently
• Detail-oriented with strong follow-through
• Able to maintain structured logs and documentation

This role supports a hands-on, operations-focused business, so practicality and reliability are highly valued.

Schedule & Growth

• Start: Part-Time (20 hours per week)
• Potential to expand to Full-Time as project workload grows
• Must be able to work within Eastern Time business hours