Client Operations & Administrative Virtual Assistant

Humamaria; United States; Remote; USD 25,000 - 34,000; Part time

Benefits offered by this job

Competitive rates

Weekly payments

Free training and upskilling

Supportive community

Job summary

20four7VA is seeking an offshore independent contractor for a part-time Business Support VA to assist with client communication, invoicing, and document management. The role focuses on well-defined operational tasks within established workflows and SOPs, with opportunities to expand as processes mature.

You will help drive efficiency, maintain organized records, and support client service delivery across email, invoicing, and project coordination.

Qualifications

• Administrative, executive assistant, customer service, or operations experience required.
• Senior-level experience preferred with ability to work independently.
• Strong judgment, initiative, and problem-solving skills.
• Learn processes quickly and manage responsibilities with minimal supervision.

Responsibilities

• Monitor and assist with client email communications.
• Respond to routine questions using client-provided information and templates.
• Follow up on outstanding information and documentation.
• Draft professional client-facing emails and follow-ups.
• Prepare and organize invoice documentation and track payment status.
• Update HubSpot records and client information.
• Track client matters through established workflows.
• Review and format client-facing documents.

Skills

Independent worker

Excellent English writing

Organized

Customer service

Project coordination

Email communication

Problem solving

Documentation

CRM (HubSpot)

Excel / Google Sheets

Tools

HubSpot

Microsoft Outlook

Google Sheets

Microsoft Excel

Microsoft Office / Google Workspace

Job description

Title: CPT-11498 Client Operations & Administrative Virtual Assistant

Independent Contractor – CPT-11498 Client Operations & Administrative Virtual Assistant/Business Support VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

An HR consulting business serving primarily U.S.-based immigration petitioners is seeking a part-time Business Support VA to assist with client communication, invoicing, documentation, process tracking, and general administrative operations.
The company is working to improve and document its internal processes while maintaining a high level of personalized service. The VA will help move client matters through established workflows, keep information organized, and reduce the volume of recurring administrative work currently handled by the owners.
The role will initially focus on well-defined operational tasks, with responsibilities expanding as processes become established.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Client & Email Support

• Monitor and assist with client email communications
• Respond to routine questions using client-provided information and templates
• Follow up on outstanding information and documentation
• Maintain professional, timely written communication
• Escalate technical or specialized HR-related questions to the client
• Track open client requests and next steps
• Draft professional client-facing emails, including routine communications and follow‑up messages, using appropriate tone and clear wording

Invoicing & Administrative Support

• Prepare and organize invoice documentation
• Send invoices and payment-related information as directed
• Track invoice and payment status
• Maintain invoice information within Google Sheets or other client systems
• Follow up on outstanding administrative items
• Maintain organized client and business records

Process & Project Coordination

• Track client matters through established workflows
• Help ensure required steps and follow-ups are completed
• Update HubSpot records and client information
• Maintain task and project trackers
• Flag overdue or stalled items
• Assist with documenting recurring workflows and SOPs
• Support general process improvements as the business grows
• Learn and observe existing workflows before recommending or documenting changes.
• Identify recurring tasks or issues that would benefit from standardized procedures, and help document and improve these processes as familiarity with the business grows.

Document Support

• Review and format client-facing documents
• Proofread written materials for grammar, consistency, and accuracy
• Assist with document revisions based on client direction
• Maintain organized versions and supporting documentation
• Ensure completed materials meet established formatting standards

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous administrative, executive assistant, customer service, or operations experience required
• Senior-level experience preferred with the ability to work independently and take ownership of assigned processes.
• Demonstrates strong judgment, initiative, and problem‑solving skills.
• Able to learn processes quickly and manage responsibilities with minimal supervision once trained.
• Customer service experience of some sort is highly preferred
• Excellent written English required
• Client email communication experience strongly preferred
• Project coordination or project‑management experience preferred
• Strong document‑review and proofreading skills
• HubSpot or similar CRM experience preferred
• Excel / Google Sheets experience required
• HR, immigration‑support, legal‑services, or professional‑services experience is a plus
• HR knowledge or experience is strongly preferred
• Copywriting/marketing experience is a plus but not required

IDEAL CANDIDATE PROFILE

• Highly organized and detail‑oriented
• Excellent written English
• Strong customer‑service mindset
• Comfortable communicating professionally by email
• Able to manage multiple client matters and follow‑ups
• Strong executive‑assistant or administrative background
• Process‑oriented with good project‑management habits
• Able to work independently after initial direction
• Careful when reviewing detailed client documentation

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• HubSpot
• Microsoft Outlook
• Google Sheets
• Microsoft Excel
• Microsoft Office / Google Workspace

Work Schedule

• Contracted Hours per Week: 10 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: TBD EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 10 hours/week
• Daily Working Time: TBD EST
• Scheduled Working Days: Monday‑Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Excellent Communication and Written English Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!