Job Description

Location: Remote US

Type: Full-Time

Workplace: Remote

Job Description:

As the Virtual Assistant, you will play a key role in managing inbound communications (phone calls, texts, email), triaging inquiries, scheduling and coordinating with our team, and maintaining a professional and responsive presence on behalf of the company. You must be comfortable working remotely, have excellent communication skills, and have some familiarity or experience with construction/handyman work context (so you understand basic terminology, client expectations, and the pace of the business).

Key Responsibilities:

• Answer incoming phone calls and texts promptly and professionally, following a company script and logging pertinent details (caller name, inquiry, address, preferred contact method, job description).
• Manage the company general inbox: review incoming emails, categorize them (e.g., new job request, current client, property manager, billing/estimating), flag high-priority items, respond or forward to the appropriate team member.
• Maintain and update a shared contact log or CRM with client names, job location, type of service requested, status and follow-up notes.
• Schedule appointments for the field team: coordinate client availability, assign to the right tradesperson/crew, communicate time slots, send confirmations and reminders.
• Follow up on unanswered inquiries (phone, text, email) within a defined timeframe (e.g., 24 hours).
• Assist with basic administrative tasks: create and send estimates or invoices templates (with guidance), track job status updates, and escalate as needed.
• Maintain daily or weekly reports of communications volume, appointment scheduling status, outstanding tasks/backlog, and any client service issues.
• Coordinate with the on-site team when issues arise (e.g., job delays, client complaints, material shortages) and relay updates to clients as appropriate.

Requirements:

• Proven 2 to 3 years experience as a Virtual Assistant, Administrative Assistant, or Customer Service role (preferably in construction, home-services, property-management or related field)
• Excellent verbal and written communication skills in English
• Strong phone-and-text etiquette: able to answer promptly, take accurate notes, handle multiple enquiries and triage effectively
• Proficient with email management (Gmail, Outlook or similar), texting platforms, and comfortable learning scheduling/CRM tools
• Basic familiarity with construction or handyman service terminology (e.g., drywall, tiling, carpentry, turnovers, property management) or willingness to quickly become familiar
• Strong organizational skills, ability to multitask, set priorities and meet deadlines in a fast-paced service business
• Reliable internet connection, comfortable working remotely in the San Diego (Pacific) timezone during agreed hours
• Professional, positive attitude and commitment to providing excellent client experience
• Ability to maintain confidentiality of client and business information

Preferred Qualifications

• Experience with scheduling tools or CRMs in home-services or field-service business

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