Virtual Assistant – Office Administration, Operations Coordinator
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Job Description
Office Administration & Operations Coordinator for VA Desk, supporting North American construction clients. Managing schedules, client records, invoicing, and basic marketing activities remotely.
Responsibilities:
- Respond to inbound phone, email, and online inquiries promptly and professionally
- Schedule service appointments and on-site estimates
- Answer client questions and provide service-related information
- Enter and update leads, client details, quotes, and job notes in the CRM system (Jobber or similar)
- Track job progress and follow up on outstanding quotes
- Maintain organized and accurate records
- Prepare and send invoices in a timely manner
- Track payments and assist with follow-ups when needed
- Support daily office operations and documentation
- Manage website and service content updates
- Create and schedule social media posts
- Support promotions and seasonal campaigns
- Communicate scheduling updates with field teams and management
- Help ensure projects run smoothly and efficiently
Requirements:
- 2+ years experience in administrative support, operations coordination, customer service, or virtual assistance
- Experience working with North American clients preferred
- Proven ability to manage multiple priorities independently
- Strong professionalism and client-facing communication skills
- Excellent written and spoken English communication
- Strong organizational and time management skills
- Experience using CRM or job management systems (Jobber, HubSpot, Zoho, or similar)
- Comfortable handling inbound calls, emails, and client communication
- Proficient with Google Workspace or Microsoft Office (Docs, Sheets, Calendar, Email)
- Ability to multitask and manage schedules in a fast-paced environment
- High attention to detail for data entry, invoicing, and job tracking
- Reliable internet connection and quiet remote work environment
- Nice-to-Have: Experience using Jobber specifically; Relative experience in supporting construction, home services, or trades businesses; Basic invoicing or accounts receivable tracking experience; Social media scheduling tools (Meta Business Suite, Hootsuite, Buffer, etc.); Canva or basic content creation tools; Website CMS experience (WordPress, Wix, Squarespace, or similar); Experience following SOPs and workflow templates.
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