Executive Assistant – Job File Coordinator
Employment Information
Report this job
Job expired or something wrong with this job?
Job Description
Job File Coordinator supporting a U.S.-based client’s calls, appointments, records, and job files. Managing administrative operations remotely for SnappyCX.
Responsibilities:
- Answer incoming calls, handle inquiries, take messages, and direct calls to appropriate team members
- Schedule appointments and coordinate meetings based on availability and business priorities
- Maintain and organize calendars
- Organize, prioritize, and monitor incoming emails to ensure timely follow-up and responses
- Communicate professionally with clients, team members, and other relevant parties via phone, email, and messages
- Create, update, organize, and maintain job files, documents, and records
- Perform general administrative duties, including document management and filing
- Respond to customer inquiries and direct requests appropriately
- Provide audio samples of phone communication when requested for quality assurance
- Assist with additional administrative tasks to support smooth daily operations
Requirements:
- At least 3 years of professional experience in an administrative, coordination, customer service, or virtual assistant role supporting a U.S.-based company
- Previous experience in the cleaning, restoration, construction, property services, insurance, or home-services industry is strongly preferred
- Experience maintaining job files, service records, project documentation, or other operational business records is an advantage
- 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, with a professional phone manner and clear pronunciation
- Strong organizational skills and exceptional attention to detail
- Experience managing business emails, calendars, appointments, and digital documentation
- Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, and familiarity with Google Workspace
- Ability 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 calm when handling challenging inquiries
- Reliable internet connection and a suitable home workspace
Benefits:
- Fully remote work arrangement
- Full-time employment
- 40 hours per week
- Remote work schedule aligned with Central Time (U.S.)
Similar Jobs
Executive Assistant
Executive Assistant providing strategic and operational support to Aotearoa Infinite Academy’s Principal. Managing calendars, communications, governance, compliance, and digital school operations remotely.
Executive Assistant, VPs – Operations, Renewals
Executive Assistant supporting Cisco VPs driving Splunk renewal operations. Managing calendars, executive travel, meetings, events, correspondence, and strategic projects.
Bilingual Virtual Assistant, Receptionist
Bilingual virtual receptionist supporting an internal medicine practice with patient calls, scheduling, insurance verification, and referrals. Remote, part-time role requiring fluent English and Spanish.
Bilingual Virtual Assistant – English/Spanish Receptionist
Bilingual virtual receptionist supporting an internal medicine practice with patient calls, scheduling, insurance verification, and referrals. Providing English-Spanish administrative support remotely from Guatemala.
Bilingual Virtual Assistant, English/Spanish
Bilingual virtual receptionist supporting an internal medicine practice remotely. Coordinating patients, scheduling, insurance verification, referrals, and prior authorizations in English and Spanish.
Bilingual Virtual Assistant, English/Spanish, Receptionist
Bilingual virtual receptionist supporting an internal medicine practice with patient calls, scheduling, insurance verification, and referrals. Remote, part-time role requiring English and Spanish.
Bilingual Virtual Assistant, Receptionist
Bilingual virtual receptionist supporting a Monterrey internal medicine practice. Managing patient calls, scheduling, insurance verification, referrals, and HIPAA-compliant documentation.
Bilingual Virtual Assistant – Receptionist
Bilingual virtual receptionist supporting an internal medicine practice in Mexico City. Managing patient calls, scheduling, insurance verification, referrals, and HIPAA-compliant documentation remotely.
Bilingual Virtual Assistant – Receptionist
Bilingual virtual receptionist supporting an Internal Medicine practice with patient calls, scheduling, insurance verification, and referrals. Remote part-time role serving English- and Spanish-speaking patients.
Bilingual Virtual Assistant – Receptionist
Bilingual virtual receptionist supporting an internal medicine practice with calls, scheduling, insurance verification, and referrals. Remote, part-time patient-facing administrative support in English and Spanish.
Bilingual Virtual Assistant – Receptionist
Bilingual virtual receptionist supporting Caracas internal medicine patients remotely. Managing calls, scheduling, insurance verification, referrals, and HIPAA-compliant administrative workflows.
Bilingual Virtual Assistant, Receptionist
Bilingual virtual receptionist supporting an internal medicine practice. Handling patient calls, scheduling, insurance verification, referrals, and HIPAA-compliant documentation.
Bilingual Virtual Assistant, Receptionist
Remote bilingual virtual receptionist supporting an internal medicine practice. Coordinating patients, appointments, insurance verification, referrals, and HIPAA-compliant administrative workflows.
Bilingual Virtual Assistant, Receptionist
Bilingual virtual receptionist supporting a Bogotá internal medicine practice. Handling patient calls, scheduling, insurance verification, referrals, and HIPAA-compliant administrative workflows.
Bilingual Virtual Assistant, Receptionist
Bilingual virtual receptionist supporting an internal medicine practice. Managing patient calls, scheduling, insurance verification, referrals, and HIPAA-compliant administrative workflows.
Bilingual Virtual Assistant – Receptionist
Bilingual virtual receptionist supporting an internal medicine practice remotely. Managing patient calls, scheduling, insurance verification, referrals, and HIPAA-compliant administrative workflows.
Bilingual Virtual Assistant – Receptionist
Bilingual virtual receptionist supporting patient calls, scheduling, insurance verification, and referrals for a Lima internal medicine practice. Managing HIPAA-compliant documentation and follow-up remotely.
Healthcare Administrative Virtual Assistant – ABA Therapy
Part-time remote assistant managing Medicaid authorizations, EHR records, billing, and therapist compliance for a U.S. ABA therapy practice. Supporting organized administrative workflows and follow-ups.
Executive Assistant, VPs, Operations, Renewals
Executive Assistant supporting Cisco VPs driving Splunk renewal operations. Managing calendars, travel, meetings, events, approvals, and executive special projects remotely across the United States.
Virtual Assistant
Assistente virtual remoto para a Total Cleaning Pro, empresa de limpeza residencial e comercial na Flórida. Apoio em atendimento, vendas, CRM, leads e equipes de campo.