We're seeking a proactive, tech-savvy Virtual Assistant (VA) to manage day-to-day administrative, scheduling, and customer service operations. Helping us build strong customer relationships and streamline our business processes. We're integrating AI-driven systems and virtual operations to create a scalable, efficient, and freedom-centered business model.
Requirements
- Handle all incoming calls, emails, and messages from customers and team members with professionalism and accuracy
- Manage scheduling and dispatching of jobs using Housecall Pro or similar tools to ensure smooth coordination with field crews
- Perform general day-to-day office administration organizing files, updating records, managing invoices, and tracking expenses
- Create and send quotes, service confirmations, and follow-ups to residential and commercial clients
- Provide bilingual (English and Spanish) communication to support a wider customer base
- Monitor and respond to Google, Yelp, and Facebook inquiries; track leads and schedule estimates or services
- Assist with social media management posting updates, responding to comments, and maintaining a consistent brand presence
- Support basic marketing activities, including email outreach and updating listings or promotional materials
- Maintain accurate CRM records, ensuring customer and job data is always up to date
- Generate weekly reports summarizing leads, completed jobs, and outstanding follow-ups
- Help identify and implement AI tools or automations that improve efficiency in communication, marketing, or scheduling
Qualifications & Skills:
- 2+ years of experience as a Virtual Assistant, Dispatcher, or Office Administrator for a service-based business (e.g., cleaning, HVAC, landscaping, maintenance)
- Fluent in English and Spanish (spoken and written)
- Experience with Housecall Pro, Jobber, or similar scheduling/CRM software
- Proficient in Google Workspace (Gmail, Docs, Sheets, Drive)
- Excellent phone etiquette, communication, and customer service skills
- Strong organizational and multitasking abilities with attention to detail
- Comfortable with social media platforms and basic marketing coordination
- (Bonus) Familiarity with AI productivity tools (e.g., ChatGPT, Notion AI, automation systems)
Benefits
- Opportunity to contribute to a growing business by enhancing efficiency and client experience
- Supportive and collaborative work environment
- Paid training
- Work from home
