Virtual Assistant (LATAM preferred) - 62122073121

Virtual Assistant (VA)

Schedule Alignment: Full-time availability to maintain a strict, consistent overlap with Pacific Time zone business hours (9:00 AM – 5:00 PM PST, Monday through Friday).

Experience: 2–5 years of experience required

Salary & Sourcing Location:

• Latam : 1500- 2500
• Philippines: 1100 - 1800
• South Africa: 1400 - 2200

About the Company

Our client is a rapidly expanding home services organization based in Washington State. They specialize in high-quality residential and commercial window installations through a dedicated glazing contractor firm, while simultaneously managing a recently acquired secondary business focused on plumbing, water filtration, and purification systems (H2O Solutions).

As both business units scale, leadership is seeking a highly organized, tech-savvy Virtual Assistant to provide crucial backend operational support. This role bridges administrative efficiency, basic operations tracking, and client-facing communication to help executive leadership and general management maximize their time in the field.

Role Overview

The Virtual Assistant will serve as a shared resource providing comprehensive administrative and scheduling support across two distinct service businesses. In this role, you will be the backbone of daily operations—managing executive communications, modernizing scheduling workflows, and compiling critical operational metrics.

The ideal candidate is an exceptionally organized, detail-oriented professional who excels in fast-paced service environments. Because you will be stepping into a newly created position during a digital transition, a proactive mindset, strong phone presence, and seamless alignment with Pacific Time business hours are absolutely vital.

Key Responsibilities

Sales & Scheduling Support

• Workflow Optimization: Assist in replacing fragmented legacy scheduling workflows (Google Calendars/Sheets) with the company’s newly implemented CRM platform.
• Appointment Coordination: Serve as the primary administrative resource for booking sales appointments, managing field staff dispatching, and ensuring scheduling accuracy.
• Capacity Management: Collaborate directly with the internal team and general managers to balance technician availability and prevent routing conflicts.

Reporting & KPI Tracking

• Data Compilation: Gather, organize, and compile vital operational data into weekly Key Performance Indicator (KPI) reports for leadership review.
• Spreadsheet Management: Maintain and update highly accurate, clean business records utilizing Google Sheets and Microsoft Excel.

Administrative & Executive Support

• Inbox & Calendar Control: Oversee and filter executive email inboxes; proactively manage calendar scheduling to protect leadership's time.
• File Organization: Establish and maintain clean digital filing systems for client contracts, project documentation, and operational records across both business units.
• Special Projects: Assist leadership with ongoing administrative tasks, data migration projects, and ad-hoc operational requests as needed.

Customer Communication/Support

• Overflow Call Handling: Answer incoming phone inquiries professionally, fielding overflow customer support requests with exceptional phone etiquette.
• Inquiry Routing: Accurately triage customer requests, log information inside the CRM, and route urgent operational issues to the appropriate internal team members.

Qualifications & Requirements

Required Experience

• 2 to 5 years of proven experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or Customer Support Representative.
• Strong Phone Etiquette: Excellent verbal communication skills with a clear, professional voice capable of handling client calls confidently.
• English Proficiency: Flawless written and spoken English communication skills.
• Technical Literacy: Intermediate-to-advanced proficiency with the Google Workspace ecosystem (Docs, Sheets, Drive) and Microsoft Excel.

Preferred Experience

• Industry Background: Prior experience supporting home services, field services, or construction-adjacent businesses (e.g., plumbing, glazing, HVAC).
• CRM Familiarity: Direct experience navigating field service CRM systems—specifically Service Fusion or ServiceTitan—is highly preferred.
• Multi-Unit Support: Previous experience managing administrative tasks for multiple separate business entities or brands simultaneously.

Core Competencies for Success

• Extreme Organization: A natural knack for sorting through cluttered workflows and bringing structural order to complex schedules.
• Adaptive Problem Solver: Comfortable working in a fast-paced environment where priority shifts are common and a tech rollout is currently underway.
• Proactive Ownership: A self-starter who doesn't wait to be micro-managed, but actively looks for tasks to take off the plates of the General Manager and Business Owner.
• Reliability: Excellent internet connection stability and a proven track record of maintaining consistent communication lines throughout the operating day.