Remote Administrative Assistant (Cleaning Company & Virtual Assistant Company)

Bilinguallink; Saskatoon; Remote; CAD 18,000 - 24,000; Part time

Job summary

Bilinguallink seeks a proactive Administrative Assistant to provide dual support for our cleaning and virtual assistant firms. This role suits a self-starter who thrives with high autonomy and organized environments, with opportunities for increased responsibilities as the businesses grow.

On-site in Saskatoon with a part-time schedule and potential additional hours in the future. Primary duties include calendar management, client communications, invoicing, payroll support, and CRM maintenance,

Qualifications

• Prior administrative experience is required.
• Must be able to pass a standard criminal record check.
• Proven ability to work independently with high autonomy and minimal oversight.
• Exceptional verbal and written English communication skills.
• Comfortable utilizing Google Workspace, managing spreadsheets, and navigating CRM platforms.
• Candidates should have a minimum of 2 years of residency in Canada and be legally authorized to work in Canada.

Responsibilities

• Keep the weekly client calendar updated and verify all bookings.
• Delegate jobs to cleaners and ensure latest notes for every project.
• Promptly answer customer questions through all communication channels.
• Process invoices, follow up on payments, and keep financial records organized.
• Assist with the weekly payroll and billing process for contractors.
• Compile weekly service logs and data into easy-to-read reports.
• Maintain CRM records for VAs and clients.
• Audit VA hours and assist in weekly invoices.
• Oversee onboarding process for new clients.
• Create weekly summaries highlighting key metrics.
• Ensure clear, professional correspondence between clients and the VA team.
• General admin for day-to-day projects and record-keeping.

Job description

We are seeking a proactive, detail-oriented Administrative Assistant to provide dual support for our client’s cleaning and virtual assistant firms. This role is perfect for a self-starter who excels in organized environments and thrives with high autonomy. As businesses grow, the successful candidate will have opportunities for increased administrative responsibilities and optional cleaning shifts.

Schedule

Mondays, 9 AM–3 PM or every second Monday (Flexible Within This Window)

Possible additional hours in the future, more hours as coverage for cleaners

Location

On-Site

Employment Type

Part-Time

Job Responsibilities

• Cleaning Company Tasks
  • Schedule & Confirm: Keep the weekly client calendar updated and verify all bookings.
  • Assign & Update: Delegate jobs to cleaners and ensure they have the latest notes for every project.
  • Communicate: Promptly answer customer questions through all communication channels.
  • Monitor Payments: Process invoices, follow up on payments, and keep financial records organized.
  • Manage Billing: Assist with the weekly payroll and billing process for contractors.
  • Track Progress: Compile weekly service logs and data into easy-to-read reports.
• Virtual Assistant Company Tasks
  • Maintain Profiles: Keep our CRM updated with accurate records for all VAs and clients.
  • Track & Bill: Audit VA hours and assist in the preparation of weekly invoices.
  • Onboarding Support: Oversee the intake process to ensure a smooth start for every new client.
  • Reporting: Create weekly summaries that highlight key performance metrics.
  • Facilitate Communication: Ensure clear, professional correspondence between clients and the VA team.
  • General Admin: Manage day‑to‑day administrative projects and record‑keeping.

• Prior administrative experience is required
• Must be able to pass a standard criminal record check
• Proven ability to work independently with high autonomy and minimal oversight
• Exceptional verbal and written English communication skills
• Comfortable utilizing Google Workspace, managing spreadsheets, and navigating CRM platforms
• Strong time‑management skills with a focus on accuracy and task prioritization
• Must be legally authorized to work in Canada
• Candidates should have a minimum of 2 years of residency in Canada, featuring a strong understanding of the local market and cultural nuances

Minimum Technical and Work Environment Requirements

• Internet Connection:
  • Primary internet connection with a minimum speed of 15 Mbps.
  • Backup internet connection with at least 10 Mbps.
  • Backup connection must be capable of supporting work during a power outage.
• Primary Device:
  • Desktop or laptop equipped with at least:
  • Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
  • A minimum of 8 GB RAM.
• Backup Device:
  • Must meet or exceed the performance of an Intel Core i3 processor.
  • Must be functional during power interruptions.
• A functioning webcam.
• A noise-canceling USB headset.
• A quiet, dedicated home office space.
• Peripherals and Workspace: A smartphone for communication and verification purposes.

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.