Operations & Customer Support Virtual Assistant

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

📋 Description

• Respond to incoming calls, texts, emails, and online inquiries.

• Collect fundamental project details from potential customers.

• Arrange appointments for estimates.

• Adhere to the established conversational call script of the company.

• Establish rapport with warm leads and deliver a friendly, professional customer experience.

• Consistently follow up with leads and customers.

• Refer technical painting inquiries to the appropriate team member when necessary.

• Keep precise records of leads, customers, and job information in DripJobs.

• Manage deposits, paperwork, scheduling, work orders, and routine communication with customers.

• Track licenses, insurance documents, subcontractor records, and compliance deadlines.

• Collaborate on routine administrative tasks with subcontractors, bookkeepers, and external professionals.

• Monitor ongoing tasks and highlight items that require the owner's attention.

• Organize backend records and deadlines effectively.

• Assist in developing and refining checklists, workflows, and Standard Operating Procedures (SOPs).

• Proactively identify missing information, unpaid deposits, incomplete tasks, or approaching deadlines.

• Follow up with team members or external contacts as necessary.

• Help the owners stay updated on outstanding operational matters.

• Assist in coordinating marketing activities and ensure completion of assigned marketing tasks.

• Support additional administrative and project coordination responsibilities as the role evolves.

• Provide defined, task-specific services professionally in accordance with agreed timelines, guidelines, and deliverables.

⛳️ Requirements

• Previous customer service experience is required.

• Experience in administrative, operations, project coordination, or back-office roles is strongly preferred.

• CRM experience is necessary.

• Experience in appointment-setting and lead follow-up is preferred.

• Strong phone communication skills are essential.

• Experience in home services, contracting, or a similar industry is advantageous but not mandatory.

• Experience in the painting industry is not required.

• Experience with SOPs, workflows, or process documentation is a plus.

• Proficiency in written and spoken English is required.

• Excellent spoken English and a confident phone presence are important.

• Highly proactive with a willingness to ask questions.

• Strong follow-up skills and attention to detail are necessary.

• Organized and capable of managing multiple tasks simultaneously.

• Self-starter who identifies issues before being prompted.

• Comfortable learning new systems and processes.

• Able to build rapport naturally without sounding scripted or overly sales-driven.

• Interested in advancing to greater responsibilities within the company.

• Knowledge of DripJobs CRM is beneficial; training can be provided.

• Familiarity with email and calendar platforms.

• Proficient in Microsoft Office / Google Workspace.

• Experience with phone and text communication platforms.

• Basic knowledge of project and workflow management tools.

• Availability from Monday to Friday, 10 AM–1 PM CST.

• Must operate as an independent contractor under a Master Services Agreement and Statement of Work.

• A native or near-native English accent is required (Level A-B).

🏝️ Benefits

• Competitive rates.

• Weekly payments.

• Various open roles available.

• Free training and upskilling opportunities.

• Ongoing support and guidance.

• A vibrant community always ready to assist you.

• Remote work options.

• Flexible schedule aligned with client-preferred hours, subject to mutual agreement.

• Hours may increase based on performance.