Executive Assistant

EO Staff

Philippines

3-5 Years

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Posted 9 hours ago
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Job Description

Why Work with EO Staff

EO Staff is a Virtual Assistant agency that empowers entrepreneurs, executives, and fast-growing teams with top-tier remote support. Our rigorous vetting process ensures we match clients with high-performing assistants who are proactive, reliable, and skilled reducing onboarding time and minimizing turnover.

Role Overview

We are hiring a proactive and detail-oriented Virtual Assistant to support a growing home service and construction franchise business specializing in residential maintenance, repair, and light renovation projects. The business delivers high-quality, reliable service to homeowners while maintaining a strong focus on customer satisfaction and operational excellence.

As the Virtual Assistant, you will work directly with the business owner, ensuring smooth daily operations by managing leads, client communication, and administrative tasks through platforms like Housecall Pro and Outlook. You'll handle lead intake and follow-up, calendar organization, inbox management, and light financial recordkeeping. This role is ideal for a highly organized self-starter who thrives on improving systems, supporting business growth, and helping the owner focus on sales, networking, and expansion.

Responsibilities:

Partner to the Client:
Be trusted gatekeeper and strategic support by managing priorities, protecting the client's time, and anticipating what they need. Proactively find ways to make work easier, streamline operations, reduce bottlenecks, help the business grow, and increase revenue.
Inbox & Email Management:
Manage the owner's Outlook inbox, triaging messages, flagging urgent items, and maintaining organization.
Draft and send responses to client, vendor, and franchise-related inquiries while maintaining the owner's professional tone.
Ensure all communication threads are tracked, follow-ups are completed, and no opportunities are missed.
Keep the inbox organized daily, creating folders or systems for easier navigation and recordkeeping.
Calendar Management & Scheduling Support:
Manage multiple calendars (business, personal, and franchise) with the primary scheduling done through Housecall Pro.
Schedule and confirm all client calls, estimates, job site visits, and follow-up appointments directly in Housecall Pro to ensure visibility for the owner and technicians.
Maintain and sync key meetings and commitments from Housecall Pro with Outlook when necessary.
Coordinate the owner's availability while blocking focus time and ensuring alignment with franchise or corporate schedules.
Lead Management & Follow-Up (High Priority):
Handle all incoming leads from franchise platforms, online marketing sources, and direct customer inquiries.
Log and update all new leads in Housecall Pro, ensuring details are complete, accurate, and properly categorized for tracking.
Manage the entire lead-to-job pipeline from initial intake and qualification to estimate, follow-up, and booking.
Conduct timely follow-ups via calls, texts, and emails with both warm and cold leads to maximize conversion opportunities.
Reconnect with unresponsive or pending leads and maintain consistent communication until each opportunity is closed or declined.
Track lead progress and communication history in Housecall Pro, keeping accurate notes for visibility and continuity.
Send reminders, monitor job status updates, and ensure prospects receive prompt, professional, and brand-aligned communication at every stage.
Coordinate with technicians for onsite estimates, follow-up appointments, and job updates, ensuring seamless handoffs between administrative and field operations.
CRM Management:
Maintain accurate and up-to-date records in Housecall Pro, the client's primary CRM platform.
Log new leads, update job details, and track progress from intake to completion.
Ensure all customer, job, and communication details are correctly entered and categorized.
Use CRM tagging and notes to maintain visibility on lead status, job stage, and customer history.
Support the business owner by generating simple pipeline or follow-up reports as needed.
Monitor pending or stalled leads in the CRM and prompt timely follow-ups to maintain conversion rates.
SOP/Playbook Creation & Documentation:
Create and maintain Standard Operating Procedures (SOPs) for recurring tasks and communication workflows.
Help document best practices for lead management, scheduling, and customer service processes.
Continuously refine systems for scalability and smoother daily operations.
Research Support:
Conduct occasional local research to identify new vendors, subcontractors, or suppliers for ongoing projects.
Compare pricing and availability of materials or services to support job estimates and purchasing decisions.
Research business networking opportunities or local partnerships that could help expand market reach.
Provide clear summaries or organized data to assist the owner in decision-making and planning.
Customer Service:
Serve as the first point of contact for all customer communication through calls, texts, and emails using Housecall Pro and Grasshopper.
Respond promptly to inquiries, schedule or reschedule appointments, and provide accurate information regarding services and timelines.
Maintain a friendly, professional, and brand-aligned tone in all communication to ensure a positive customer experience.
Follow up with customers after estimates or completed jobs to ensure satisfaction and identify potential repeat business.
Escalate urgent or sensitive customer concerns to the business owner quickly and clearly, ensuring smooth resolution.
Keep all customer interactions documented in Housecall Pro for visibility and recordkeeping.
Social Media Management:
Maintain a consistent posting schedule on Facebook and other relevant platforms.
Upload before-and-after project photos, testimonials, and announcements to increase engagement.
Coordinate with the franchise marketing team to align messaging and visuals with national campaigns.
Monitor basic engagement metrics and provide insights for improvement.
Vendor Management:
Communicate and coordinate with material suppliers and subcontractors for orders, updates, and deliveries.
Track vendor information, invoices, and credits to maintain accurate financial records.
Reconcile vendor transactions and confirm deliveries or payments as needed.
Maintain updated vendor contact lists and support ongoing vendor relationship management.
Invoice & Receipt Management:
Track material receipts and technician uploads through Housecall Pro.
Organize and upload receipts and invoices into proper folders for bookkeeping.
Ensure all expenses are properly documented and sent to the bookkeeper for reconciliation.
Support basic expense tracking and financial organization to ensure timely reporting and accountability.

What Success Looks Like:

For the Client:

Leads, scheduling, and communication are managed seamlessly without the owner's constant oversight.
Customer inquiries and estimates are responded to promptly, resulting in higher booking and conversion rates.
All receipts, invoices, and records are organized, accurate, and easy to access for bookkeeping and reporting.
The owner's calendar, inbox, and workload are streamlined, freeing up 1015 hours weekly to focus on business development.
Operations run efficiently customers are happy, and the team is well-coordinated through Housecall Pro.

For the VA:

Fully confident managing Housecall Pro, Outlook, and day-to-day communication workflows.
Seen as a reliable, proactive operations partner who keeps things running smoothly.
Maintains clear, consistent communication with the owner and the field team.
Anticipates needs, resolves issues quickly, and continuously improves systems.
Contributes directly to a well-organized, customer-focused, and growth-ready business.

Qualifications:

3 years+ as a Virtual Assistant, Executive/Administrative Assistant, or in a similar support role, preferably in a remote setup.
Excellent written and verbal communication; able to communicate clearly and professionally with customers, vendors, and the business owner through calls, emails, and text messages.
Experience in customer-facing roles (email, sms, and phone-based communication required). Strong background in handling client inquiries, resolving concerns, and escalations is preferred.
Background in home service, construction, or field service operations is an advantage.
Strong background in customer service and client communication, comfortable handling calls, texts, and emails through platforms like Housecall Pro and Grasshopper.
Experience managing leads, scheduling, and job tracking in a home service or field service business.
Proficient in Outlook for inbox and calendar management; able to organize messages, schedule appointments, and coordinate meetings effectively.
Experience with Housecall Pro or similar job tracking/field service CRMs (preferred).
Basic understanding of social media posting (Facebook) for business updates or local engagement (preferred).
Highly organized and detail-oriented, with strong time management skills.
Proactive and resourceful, with the ability to anticipate needs and take initiative.
Dependable, professional, and able to maintain confidentiality.
Tech-savvy, with the ability to quickly learn new tools or systems.