Administrative Assistant, Cleaning Company – Virtual Assistant Company
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Job Description
Administrative Assistant providing support for a cleaning and virtual assistant company. Managing schedules, communications, and billing for clients and contractors while ensuring efficient operations.
Responsibilities:
- Schedule & Confirm: Keep the weekly client calendar updated and verify all bookings.
- Assign & Update: Delegate jobs to cleaners and ensure they have the latest notes for every project.
- Communicate: Promptly answer customer questions through all communication channels.
- Monitor Payments: Process invoices, follow up on payments, and keep financial records organized.
- Manage Billing: Assist with the weekly payroll and billing process for contractors.
- Track Progress: Compile weekly service logs and data into easy-to-read reports.
- Maintain Profiles: Keep our CRM updated with accurate records for all VAs and clients.
- Track & Bill: Audit VA hours and assist in the preparation of weekly invoices.
- Onboarding Support: Oversee the intake process to ensure a smooth start for every new client.
- Reporting: Create weekly summaries that highlight key performance metrics.
- Facilitate Communication: Ensure clear, professional correspondence between clients and the VA team.
- General Admin: Manage day-to-day administrative projects and record-keeping.
Requirements:
- Prior administrative experience is required
- Must be able to pass a standard criminal record check
- Proven ability to work independently with high autonomy and minimal oversight
- Exceptional verbal and written English communication skills
- Comfortable utilizing Google Workspace, managing spreadsheets, and navigating CRM platforms
- Strong time-management skills with a focus on accuracy and task prioritization
- Must be legally authorized to work in Canada
- Candidates should have a minimum of 2 years of residency in Canada, featuring a strong understanding of the local market and cultural nuances
- **Minimum Technical and Work Environment Requirements:**
- **Internet Connection:**
- Primary internet connection with a minimum speed of **15 Mbps**.
- Backup internet connection with at least **10 Mbps**.
- Backup connection must be capable of supporting work during a power outage.
- **Primary Device:**
- Desktop or laptop equipped with at least:
- **Intel Core i5 (8th generation or newer)**, **Intel Core i3 (10th generation or newer)**, **AMD Ryzen 5**, or an equivalent processor.
- A minimum of **8 GB RAM**.
- **Backup Device:**
- Must meet or exceed the performance of an **Intel Core i3** processor.
- Must be functional during power interruptions.
- A functioning **webcam**.
- A **noise-canceling USB headset**.
- A **quiet, dedicated home office space**.
- **Peripherals and Workspace:** A **smartphone** for communication and verification purposes.
Benefits:
- Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
- Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
- Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
- Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
- Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
- Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.
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