About the client
Our client is a high-performing franchise operator within a national mobility equipment service network in the United States. They currently run two thriving locations and are on track to scale to five. As a top performer in their network, they are also pioneering process improvements and digital solutions that are adopted by other franchisees. As part of this rapid growth and operational streamlining, they are seeking a capable and tech-savvy Virtual Administrative Assistant to support day-to-day operations, communications, and customer service coordination.
Role Overview
We are looking for a full-timeVirtual Administrative Assistantto support our client's daily business operations across two physical locations. This individual will play a pivotal role in managing incoming communications, data processing, CRM updates, scheduling service appointments, and gradually owning more administrative responsibilities. The role will begin with core email and CRM tasks and can scale in scope based on performance and initiative.
Key Responsibilities
Email Management
- Sort and process a high volume of daily emails (approx. 200 per day)
- Delete, forward, or flag relevant communications
- Draft and send responses from general company inbox under supervision
- Eventually manage owner and co-owner's inboxes
CRM and Data Entry
- Log customer interactions, vendor communications, and work order details intoMethod CRM
- Create and send invoices directly from the CRM (no accounting experience required)
- Maintain accuracy and timeliness in data input
Work Order Coordination
- Convert email requests into work orders
- Coordinate with national accounts and confirm order details and customer contact
- Update internal calendars and task schedules using iCloud
Scheduling and Appointment Setting
- Manage appointments for service visits and equipment deliveries
- Liaise with customers regarding scheduling logistics
- Use internal tools to notify relevant teams
Customer Interaction (Non-sales)
- Answer emails and potentially calls to schedule service appointments
- Eventually handle web form inquiries and basic phone calls as experience grows
Report Generation
- Assist with basic reporting from CRM and spreadsheets
- Support the technician manager and operations team with data summaries as required
Tools & Systems
- CRM:Method (training provided)
- Email:General and personal inboxes (Gmail/Outlook-style)
- Phone System:Zoom
- Calendar:iCloud
- Other:Internal spreadsheet tracking tools
Requirements
- Proven experience in virtual assistance or remote administrative roles
- Comfortable handling a large volume of emails and managing inboxes
- Excellent written English and strong communication skills
- High attention to detail and organizational efficiency
- Self-starter with a willingness to learn new systems and tools
- Able to follow detailed instructions and training videos
- Familiarity with CRM software (prior Method CRM experience is a plus, but not required)
Nice to Have
- Experience in the medical equipment or service delivery industry
- Prior work supporting U.S.-based clients
