Overview
Virtual Assistant Jobs in Remote at Bright SpOT Pediatric Therapy
JOB SUMMARY
The Office & Operations Coordinator is responsible for supporting the day-to-day functions of Causie Contracting’s administrative systems and internal operations. The role requires consistent attention to detail, clear and proactive communication, and the ability to manage recurring responsibilities while contributing to process improvements.
Key functions of the position include maintaining organized office operations, ensuring the accuracy of financial workflows, and providing timely administrative support to staff. The position requires adaptability to changing priorities and a steady, organized approach to both independent and collaborative work.
If you’re someone who thrives in a structured environment, takes pride in staying organized, and enjoys improving systems behind the scenes, we’d love to meet you.
RESPONSIBILITIES
Administrative & Office Support
Open and organize incoming mail; maintain orderly digital and physical filing systems.
Maintain calendars, update job folders, and assist with general office upkeep.
Provide frontline support by greeting visitors and directing calls.
Assist in maintaining office inventory and preparing documents for annual audits.
Financial & Vendor Coordination
Organize and implement invoice and receipts for processing.
Process payments to independent contractors, ensuring timely entry into the accounting system (Foundation) and submission to the bank.
Collect officer timesheets and prepare annual IRS 1191 forms for applicable contractors.
Payroll & Compliance
Review and update timecards; maintain accurate records for expense reports and reimbursements.
Process payroll, including pay rate validation, benefits, tax deductions, and ACH file submission.
File and pay payroll taxes (federal and state); track unemployment tax obligations and union reporting requirements.
Handle child support and wage garnishments with proper documentation and timely payments.
Prepare and submit certified payroll and annual 1391 reports to DOT as required.
Print and distribute W-2s and submit to the IRS annually.
Fleet & IFTA Compliance
Register IFTA vehicles, track driver fuel reports, and submit quarterly IFTA filings.
Insurance & Claims Support
File and manage insurance claims, including minor damage payouts.
Submit and track workers’ compensation claims promptly to support recovery and wage continuity.
Customer & Employee Support
Provide support to employees, subcontractors, and clients; assist with internal and external inquiries.
Coordinate shared responsibilities with the Office Manager and other administrative staff to maintain high service standards.
QUALIFICATIONS
Proven experience in office management or a similar role is preferred.
Strong skills in schedule management and organizational abilities.
Proficiency in accounting software.
Experience with payroll systems and processes.
Excellent office management skills with a focus on team leadership.
Knowledge of budgeting practices and financial oversight.
Strong administrative skills with attention to detail.
Ability to effectively manage vendors and service providers.
Exceptional communication skills, both verbal and written.
We invite qualified candidates who are eager to contribute their expertise to apply for this exciting opportunity as an Office & Operations Coordinator.
Job Type: Full-time
Pay: $52,000.00 – $56,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Professional development assistance
Vision insurance
Schedule:
Monday to Friday
People with a criminal record are encouraged to apply
Ability to Relocate:
Mason, MI 48854: Relocate before starting work (Required)
Work Location: In person
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Title: Virtual Assistant
Company: Bright SpOT Pediatric Therapy
Location: Remote
