CPT-11503 Technical Operations & Administrative Virtual Assistant

Location: Worldwide APPLICATION INSTRUCTIONS: If you’ve already completed the 20four7VA Recruiting Process—including the Final Interview—or have previously been contracted by a 20four7VA Client, please make sure to apply via the 20four7VA Team Portal for faster processing. Log in using your 20four7VA-issued email address to access the portal. If you’ve just logged in to the Team Portal, please proceed to review the Independent Contractor Opportunity outlined below. 💡 Quick Tip: Upload your resume first—this will automatically populate most of the fields in the application form. Let the magic happen! If you're interested in this opportunity, click APPLY TO POSITION to proceed. ******************************************************************** Title: CPT-11503 Technical Operations & Administrative Virtual Assistant Independent Contractor – CPT-11503 Technical Operations & Administrative Virtual Assistant/Business Support VA/Junior-Advanced Level (Remote). Overview 20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia. A mechanical division within an insurance claims consulting company is seeking a technically minded Virtual Assistant to work directly with the division manager and support a team of engineers and technical professionals. The VA will assist with technical report review, spreadsheet creation, document formatting, email monitoring, file organization, and recurring administrative coordination. An engineering background is preferred because many of the reports involve mechanical systems and technical construction topics. However, candidates with relevant construction or technical industry experience should also be considered. The client will provide hands-on training on company-specific processes and review work before it is finalized externally. The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor. Scope of Services Contractors will be required to provide services that align with the following client tasks: Technical Report & Document Support Review technical reports for completeness, consistency, formatting, and obvious errors Assist with corrections and revisions based on client direction Understand the general technical context of reports rather than reviewing solely for grammar Format reports and supporting documentation Review and organize technical documents Prepare documents for the manager's final review Ensure completed materials follow established internal standards As familiarity with the business develops, assist in drafting technical reports using the manager’s notes, findings, and instructions, subject to the manager’s review and approval. Review incoming reports and update emails for completeness, required information, consistency, grammar, and formatting. Flag unclear technical details, questionable information, or inconsistencies for the manager’s clarification. Excel & Data Support Create and maintain advanced Excel spreadsheets Organize and manipulate technical and project data Format spreadsheets and reports for internal use Assist with calculations and recurring data-management tasks Prepare organized information for manager and team review Review spreadsheets and reports for missing information, inconsistencies, and obvious numerical discrepancies; flag potential issues for review. Executive & Team Support Serve as a direct administrative assistant to the Mechanical Division Manager Monitor the manager's email and flag important items Assist with email organization and recurring follow-up Support six additional technical team members as directed Track outstanding documents and assignments Help ensure work is properly organized before routing through the manager for final review Monitor the manager’s incoming emails throughout the workday, flag urgent or important messages, and bring matters requiring attention to the manager’s notice. Track and follow up on outstanding requests, assignments, and responses across the manager’s team of approximately six members. Follow up with team members to ensure requests are acknowledged and tasks are completed, particularly when the manager is traveling. Help maintain timely responses to clients and colleagues in line with the company’s emphasis on prompt customer service. File & Document Management Upload and organize files within OneDrive Maintain consistent folder and document organization Save and retrieve reports, attachments, and supporting materials Assist the manager with remote access to organized information while traveling Maintain current versions of documents and reports Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing. Skills The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements: Engineering, construction, or related technical background strongly preferred Civil, mechanical, electrical, or similar engineering education/experience is a strong plus Construction-industry experience may substitute for direct engineering experience Strong Microsoft Excel skills required Strong Microsoft Word skills required Adobe Acrobat/PDF document-management experience preferred Technical report or document-review experience preferred Strong file-management and organizational skills Excellent English communication IDEAL CANDIDATE PROFILE Technically minded with strong analytical ability Highly proficient with Excel Strong attention to detail Comfortable reading technical or construction-related documentation Organized and dependable Able to identify inconsistencies and formatting issues Comfortable working directly with engineers and technical professionals Able to learn company-specific reporting processes Strong spoken and written English Comfortable working independently after hands-on training APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED Microsoft Excel Microsoft Word Microsoft Outlook Microsoft OneDrive Adobe Acrobat or Similar PDF Software Microsoft 365 Work Schedule Contracted Hours per Week: 30 Hours (Expected to increase to 40 hours/week following initial training) Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing) Daily Working Time: 9:00 AM – 4:00 PM EST (1-Hour Unpaid Lunch) Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW. Terms of Engagement Contractors will operate under a Master Services Agreement and a Statement of Work This is not an offer of employment; contractors are not employees of 20four7VA or any client All compensation is processed through 20four7VA according to the terms of the engagement Role Summary & Requirements REQUIRED SERVICE: Business Support REQUESTED EXPERIENCE TIER LEVEL:  Junior, Senior, and Advanced Level Contracted Hours per Week: 30 hours/week (Expected to increase to 40 hours/week following initial training) Daily Working Time: 9:00 AM – 4:00 PM EST (1-Hour Unpaid Lunch) Scheduled Working Days: Monday-Friday REPORTING TO/POC: To Be Determined Number of VAs: 1 GENDER PREFERENCE: None LANGUAGES SPOKEN/PREFERENCE: English ACCENT PREFERENCE:  Level A-B (Native or Near-Native English Accent Required) REGION PREFERENCES: Any What we offer Competitive rates Weekly payments Various open roles are available Free training and upskilling Constant support and guidance A vibrant community always ready to support you And more!