ROLE SUMMARY

ABOUT THE COMPANY

Calgary Custom Concepts is a Calgary-based finish carpentry business specializing in custom accent walls and bespoke woodwork for residential clients. Founded by Nicholas Svaikauskas, the company was built with a clear vision: to provide high-quality craftsmanship while embracing modern systems that allow the business to grow sustainably. Calgary Custom Concepts is known not just for their attention to detail and aesthetic woodwork, but also for their commitment to local collaboration, client satisfaction, and process-driven operations. With a strong social media presence and community engagement, they aim to deliver both beautiful work and an exceptional client experience from consultation to installation.

ABOUT THE ROLE

This part-time Administrative Virtual Assistant role is critical to helping the business run smoothly and efficiently behind the scenes. From managing daily communications to handling financial records and scheduling, this role supports the CEO by keeping operations organized and on track. While you won’t be on job sites, your impact will be felt across every project by ensuring key administrative and bookkeeping tasks are done accurately and on time. This is a fantastic opportunity for someone who thrives in detail-oriented environments and wants to be part of a growing and creative business in the home improvement industry.


This position is perfect for someone who:

✅ Feels comfortable juggling multiple inboxes and staying on top of comms

✅ Has a strong eye for detail, especially with financial data

✅ Enjoys working behind the scenes to keep things organized

✅ Loves creating order out of chaos through calendars, checklists, and SOPs

✅ Values consistent, repeatable routines with clear expectations

✅ Wants to support a small business owner and make a visible impact

ROLE RESPONSIBILITIES

INBOX & CALENDAR MANAGEMENT

Ensures clear, timely communication and smooth scheduling operations.

• Monitor and tag emails across multiple inboxes (admin@, nicholas@, personal)
• Apply SOP tags (e.g., Finance, High Priority, Marketing)
• Respond to basic messages and flag complex items for CEO review
• Schedule, confirm, and adjust meetings with clear agendas
• Add Zoom links, buffers, and phone/contact details to calendar invites
• Review and reprioritize weekly schedule alongside CEO

FINANCIAL ADMIN & BOOKKEEPING

Keeps financial records accurate and helps track cash flow.

• Sync bank accounts with QuickBooks (QBO)
• Reconcile charges and categorize transactions
• Submit receipts and invoices to Dext
• Process biweekly payroll via Wagepoint
• Download e-statements and upload WCB invoices quarterly
• Perform Profit First calculations
• Accounts Payable / Accounts Receivable management and follow up
• Track monthly overhead and cash flow projections
• Assist with creating invoices and linking them to specific projects

INTERNAL COORDINATION & REPORTING

Keeps internal processes consistent and documented.

• Prepare agendas for daily syncs with the CEO
• Update Connecteam task lists and SOPs
• Track project timelines and progress
• Recap status updates and blockers during daily syncs

CLIENT & VENDOR COMMUNICATION

Serves as a helpful point of contact when needed.

• Answer client or vendor calls as first point of contact
• Relay messages or updates clearly and on time
• Confirm or reschedule appointments
• Communicate delays or adjustments to clients

Although the responsibilities outlined above will form the core focus of your role, please note that your hiring manager may assign additional relevant tasks as needed to align with the evolving objectives of your position and the overall goals of our business.

ROLE QUALIFICATIONS

REQUIRED QUALIFICATIONS

• 2+ years in an administrative or virtual assistant role
• Strong organizational and communication skills
• Bookkeeping experience, ideally with QBO and Dext
• Comfortable working in spreadsheets and managing small business financials
• Experience handling inboxes and calendars with high volume
• Ability to follow SOPs and update digital workflows
• Must have own webcam, microphone, and computer (relevant software and subscriptions provided)
• Excellent English verbal and written language proficiency (C1–C2 in CEFR Scale)
• Access to a quiet work area at home with reliable internet (50 Mbps or more)

PREFERRED ("NICE-TO-HAVE") QUALIFICATIONS

• Previous experience working with a construction, carpentry, or trades-related company
• Familiarity with Profit First methodology
• Prior exposure to Canadian banking systems and payroll compliance
• Experience using Connecteam or similar task/project management platforms
• Comfort in customer-facing phone communications

ROLE SPECIFICATIONS

• Base Salary: Q5,000 base salary.
• Role type: Part-time (Approximately 20 hours per week).
  
• Location: Guatemala (Remote - Work from home).
• Schedule: Monday to Friday: 1:00 PM - 5:00 PM.

RECRUITING PROCESS

• Application / Screening: When you apply for this position, we will ask you a short questionnaire to get to know you a little bit better and ask you for some additional inputs to see if you qualify for the position. In addition, we will ask you to complete a short psychometric evaluation and a short English proficiency assessment. The idea is to explore if this is a good fit before moving forward.

• Skills Assessment: You will be asked to complete a few exercises and/or projects designed to recreate the work tasks that you will be responsible for if you are given the role. This helps us gauge your skill level as well as give you a better idea of the required work.

• Skills Assessment Interview: This is a 60 min - 90 min conversation where we further test your skills, learn about your previous working experiences, and evaluate culture fit to the role and company.

• Hiring Manager Final Interview: This is a 30 min - 60 min conversation with the position’s Hiring Manager (and potentially a few company team members) to get to know you better and to set the expectations and vision for the role.

The entire process usually takes anywhere between 2-4 weeks to complete depending on the seniority of the position.

CONTACT US

If you have any questions or run into any complications while submitting your application, please reach out to:

carlos.escobar@trymeteor.com

+502 4466 9652