Virtual Assistant – Operations, Client Support

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

📋 Description

• Oversee and manage incoming client email communications during the New Zealand working hours.

• Address client inquiries swiftly, professionally, and with warmth, empathy, and reassurance.

• Manage inbound phone inquiries in English.

• Follow up with clients concerning quotes, upcoming jobs, missing information, and next steps.

• Prioritize urgent issues and escalate operational challenges to the franchise owner.

• Coordinate relocation, downsizing, and estate-clearing tasks between clients and field teams.

• Schedule and reschedule jobs while accurately documenting logistics, special requirements, and necessary paperwork.

• Maintain task lists and follow-up registers from initial contact to completion.

• Provide administrative oversight before and after service delivery.

• Assist in preparing, issuing, and following up on client quotes.

• Monitor quote statuses in the CRM through confirmed job execution.

• Collect job details for precise pricing and resource allocation.

• Manage and maintain Monday.com as the central repository for operational and client data.

• Input inquiries, update statuses, log communication notes, and establish automated follow-ups.

• Enhance Monday.com boards, workflows, automations, and tracking systems.

• Assist with staff scheduling, job assignments, and workforce coordination using Connecteam.

• Support employee time-tracking administration and monitor team availability and field operations.

• Communicate schedule updates to the local operational team.

• Provide calendar, task, and document management assistance to the Christchurch franchisee.

• Prepare spreadsheets, reports, digital files, and supplier correspondence.

• Identify and carry out administrative tasks to bolster the franchisee’s operational capabilities.

⛳️ Requirements

• Demonstrated experience as a Virtual Assistant, Executive Assistant, Operations Coordinator, or Senior Administrator in a service-based business.

• Excellent written and verbal communication skills in English.

• Professional and empathetic phone demeanor.

• Practical experience with Microsoft 365 / Google Workspace, cloud-based document management, and spreadsheets.

• Experience in coordinating schedules, service logistics, appointments, and client inquiries.

• Strong familiarity with CRM systems and digital task-tracking tools.

• High accuracy in data entry.

• Prior experience using Monday.com for operational purposes and Connecteam for workforce scheduling is preferred.

• Previous experience supporting a business in New Zealand or Australia is preferred.

• Background in removals, logistics, home services, real estate, property management, or aged care is preferred.

• Direct experience supporting business owners or franchise owners in a fast-paced environment is preferred.

• Ability to listen, reassure, and communicate gently with clients during high-stress life events.

• Proactive mindset with the ability to anticipate operational needs.

• Superior organizational skills and attention to detail.

• Capability to adapt to changing priorities and schedule adjustments.

🏝️ Benefits

• Public holidays in New Zealand.

• New Zealand working hours.

• Engagement as an Independent Contractor.