Office Manager - 21293

somewhere; United States; Remote; USD 17,000 - 22,000; Full time

Job summary

Unknown Client, a growing home inspection and environmental testing business, is seeking an Office Manager to own the administrative and customer-facing side of operations. You will handle communication, scheduling, contracts, follow-ups, and day-to-day coordination from a remote setup, with an emphasis on professional U.S.-facing interactions.

Ideal candidates will have excellent English, a natural American accent, and experience in office administration, calendars, and customer service.

Qualifications

• Excellent spoken and written English.
• Neutral, natural American-sounding accent.
• Strong telephone presence and confidence speaking with U.S. customers.
• Experience in office administration, office management, customer service, scheduling, or administrative support.
• Strong organizational and time-management skills.
• Experience managing calendars and coordinating appointments.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities independently.
• Comfortable working in a small, growing business.
• Strong computer literacy and ability to learn new systems quickly.

Responsibilities

• Manage incoming calls and text messages through OpenPhone.
• Respond promptly to customer inquiries and leads.
• Communicate professionally with homeowners, real estate professionals, and other stakeholders.
• Follow up proactively on outstanding inquiries and requests.
• Schedule home inspections and coordinate availability.
• Coordinate availability between inspectors, clients, realtors, sellers, and other parties.
• Manage the inspection calendar and appointment changes.
• Send confirmations and reminders.
• Handle cancellations and rescheduling.
• Respond quickly to new leads and inquiries.
• Track open inquiries and outstanding follow-ups; coordinate communication to convert inquiries into bookings.
• Help prevent opportunities from being lost due to delayed responses.
• Prepare and send customer contracts and agreements.
• Monitor outstanding signatures and follow up as needed.
• Ensure required paperwork is completed before appointments.
• Maintain organized customer records and documentation.
• Follow up with customers after completed services.
• Request customer reviews and help maintain a consistent review-generation process.
• Support the company's customer experience and online reputation.
• Assist with email marketing activities.
• Review and proofread AI-generated Facebook content before publication.
• Support recurring marketing and administrative initiatives.
• Identify opportunities to improve and systemize workflows.
• Serve as the administrative backbone of the business during working hours.
• Identify outstanding tasks without requiring constant direction.
• Keep communication, scheduling, documentation, and follow-ups organized.
• Help establish consistent processes as the company grows.

Skills

Excellent spoken English

Neutral American accent

Office administration experience

Calendar management

Organizational skills

Time management

Ownership mindset

Independent worker

Small business experience

Tech-literate

Tools

OpenPhone

Scheduling software

Document management

Email marketing tools

AI tools

Job description

______________________________________________________________________

Office Manager - Home Inspections & Environmental Services

Priority Location: South Africa or Latin America
Working Hours: Monday-Friday, 8:00 AM-5:00 PM or 9:00 AM-5:00 PM aligned with U.S. business hours
Salary: $1,500-$2,000 USD/month
Type of Contract: Independent Contractor
Type of Job: Full-Time | Remote
Industry: Home Inspections / Environmental Testing / Radon Services

About the Company

Our client is a growing home inspection and environmental testing business serving homeowners, homebuyers, real estate professionals, and other parties involved in residential property transactions.

The company provides home inspections, environmental testing, radon services, and related solutions. With a small, hands-on team, the business is looking for an Office Manager who can take ownership of the administrative and customer-facing side of the operation.

About the Role

The Office Manager will serve as the administrative hub of the business, taking ownership of customer communication, scheduling, contracts, follow-ups, and day-to-day coordination.

This is not a basic data-entry or task-based VA role. The successful candidate will work independently, communicate directly with customers and real estate professionals, and help remove the administrative burden from the owner so he can focus on field operations and business growth.

Exceptional spoken English and a highly neutral, natural American-sounding accent are essential for this position.

Key Responsibilities

Customer Communication

• Manage incoming calls and text messages through OpenPhone.
• Respond promptly to customer inquiries and prospective leads.
• Communicate professionally with homeowners, real estate professionals, and other stakeholders.
• Follow up proactively on outstanding inquiries and requests.

Scheduling & Coordination

• Schedule home inspections and related services.
• Coordinate availability between inspectors, clients, realtors, sellers, and other parties.
• Manage the inspection calendar and appointment changes.
• Send confirmations and reminders.
• Handle cancellations and rescheduling.

Lead Management

• Respond quickly to new leads and inquiries.
• Track open inquiries and outstanding follow-ups.Coordinate the communication needed to convert inquiries into booked inspections.
• Help prevent opportunities from being lost due to delayed responses.

Contracts & Documentation

• Prepare and send customer contracts and agreements.
• Monitor outstanding signatures and follow up as needed.
• Ensure required paperwork is completed before appointments.
• Maintain organized customer records and documentation.

Customer Follow-Up

• Follow up with customers after completed services.
• Request customer reviews and help maintain a consistent review-generation process.
• Support the company's customer experience and online reputation.

Marketing & Administrative Support

• Assist with email marketing activities.
• Review and proofread AI-generated Facebook content before publication.
• Support recurring marketing and administrative initiatives.
• Identify opportunities to improve and systemize workflows.

Office Operations

• Serve as the administrative backbone of the business during working hours.
• Identify outstanding tasks without requiring constant direction.
• Keep communication, scheduling, documentation, and follow-ups organized.
• Help establish consistent processes as the company continues to grow.

What We’re Looking For

Must-Have

• Excellent spoken and written English.
• Highly neutral, natural American-sounding accent.
• Strong telephone presence and confidence speaking with U.S. customers.
• Previous experience in office administration, office management, customer service, scheduling, or administrative support.
• Strong organizational and time-management skills.
• Experience managing calendars and coordinating appointments.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities independently.
• Proactive mindset and strong sense of ownership.
• Comfortable working in a small, growing business.
• Strong computer literacy and ability to learn new systems quickly.

Nice-to-Have

• Experience supporting a home services, real estate, inspection, or environmental services business.
• Experience with OpenPhone or similar communication platforms.
• Experience with customer review generation.
• Experience supporting email or social media marketing.
• Experience working with AI tools.

Tools & Technology

• OpenPhone
• Cloud-based scheduling and administrative tools
• Contract/document management platforms
• Email and marketing tools
• AI-powered productivity tools

Remote Work Requirements

• Reliable high-speed internet
• Professional computer/laptop
• Webcam and appropriate virtual meeting equipment
• Quiet, professional working environment
• Strong typing and computer skills

What Success Looks Like

Success means the owner no longer needs to spend evenings catching up on calls, texts, scheduling, contracts, and follow-ups.

Customers receive prompt and professional communication, inspections are scheduled efficiently, contracts are completed on time, leads are consistently followed up with, and the administrative side of the business runs reliably without constant supervision.