Job File Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Respond to incoming calls, address inquiries, take messages, and route calls to the appropriate team members.

• Arrange appointments and coordinate meetings based on availability and business priorities.

• Maintain and organize calendars effectively.

• Sort, prioritize, and monitor incoming emails for prompt follow-up and responses.

• Communicate professionally with clients, team members, and other relevant parties via phone calls, emails, and messages.

• Create, update, organize, and maintain job files, documents, and records.

• Execute document management, filing, and general administrative recordkeeping tasks.

• Address customer inquiries and direct requests as needed.

• Provide audio samples of phone communication upon request for quality assurance purposes.

• Assist with various administrative tasks to ensure smooth daily operations.

⛳️ Requirements

• A minimum of 3 years of professional experience in an administrative, coordination, customer service, or virtual assistant role supporting a U.S.-based company.

• Prior experience in the cleaning, restoration, construction, property services, insurance, or home-services industry is highly preferred.

• Experience in maintaining job files, service records, project documentation, or other operational business records is advantageous.

• Familiarity with coordinating service appointments, managing customer inquiries, tracking job progress, and following up on outstanding tasks is desirable.

• Excellent written and verbal English communication skills, including a professional phone manner and clear pronunciation.

• Strong organizational abilities and exceptional attention to detail.

• Experience managing business emails, calendars, appointments, and digital documentation.

• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, along with familiarity with Google Workspace.

• Capacity to manage multiple priorities, meet deadlines, and maintain accurate records in a fast-paced environment.

• Strong problem-solving skills, initiative, accountability, and the ability to work independently.

• Ability to communicate professionally with customers and remain composed when dealing with challenging inquiries.

• Reliable internet connection and a suitable home workspace.

🏝️ Benefits

• Fully remote work arrangement.

• Full-time employment.

• 40 hours per week work schedule.