Operations & Customer Support Virtual Assistant

Humamaria

Tennessee

Remoto

USD 21.000 - 34.000

Part-time

11 giorni fa

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Vantaggi offerti da questo lavoro

Weekly payments

Free training and upskilling

Supportive community

Descrizione del lavoro

20four7VA is seeking a proactive Business Support VA for remote duties supporting a Tennessee painting client. You will manage customer communication, schedule appointments, and maintain CRM data. The role emphasizes reliability, follow-through, and learning the business to improve efficiency.

Ideal candidates have strong English, organization, and experience with CRM systems. The position offers 15 hours per week, with flexible scheduling and a supportive onboarding process.

Competenze

Experience in customer service and administrative support.
CRM experience and accurate record-keeping are required.
Strong organizational skills and ability to manage multiple tasks.
Excellent written and spoken English, with clear follow-up.
Familiarity with Trello/Asana or similar tools a plus.

Mansioni

Handle customer inquiries, warm-lead follow-up, appointment scheduling, and CRM updates.
Coordinate deposits, paperwork, and routine client communication.
Maintain task trackers, SOPs, and project workflow documentation.
Support owners with day-to-day operations and reporting.

Conoscenze

Customer service

Administrative support

CRM management

Organizational skills

Follow-up & scheduling

Phone communication

Project coordination

Workflow optimization

English proficiency

Strumenti

DripJobs CRM

Microsoft Office

Google Workspace

Trello

Asana

Zapier

Descrizione del lavoro

Title: CPT-11573 Operations & Customer Support Virtual Assistant

Independent Contractor – CPT-11573 Operations & Customer Support Virtual Assistant/Business Support VA/Junior-Advanced 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.

A residential painting company in Tennessee is seeking a proactive Business Support VA to help manage customer communication, warm-lead follow-up, appointment scheduling, CRM administration, and day-to-day office operations.

The VA will become a central point of follow-through for the business, helping ensure that leads, customers, jobs, paperwork, deadlines, and internal tasks continue moving without requiring constant oversight from the owners.

The client is looking for a self-starter who can learn the business, ask questions, identify loose ends, and gradually become more valuable and independent over time. Painting experience is not required; familiarity with home-service businesses is a plus.

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:

Customer & Lead Support

Respond to incoming calls, texts, emails, and online inquiries as needed.
Gather basic project information from prospective customers.
Schedule estimate appointments and coordinate customer follow-ups.
Follow the company's established conversational call script and maintain a friendly, professional customer experience.
Build rapport with warm leads and help move qualified customers toward scheduled estimate appointments.
Follow up consistently with leads and customers, ensuring that outstanding inquiries do not fall through the cracks.
Escalate technical painting questions to the appropriate team member when needed.
Provide phone support when required, including customer inquiries and follow-up calls.
Support sales-related activities as directed, with the primary allocation of sales calls remaining subject to the owners' preferences and evolving needs.

Leads are primarily inbound. The emphasis is on communication, relationship-building, organization, and consistent follow-through rather than an exclusively sales-focused role.

Executive, Office & Operations Support

Provide administrative and executive support to help the owners manage day-to-day business activities and priorities.
Maintain accurate lead, customer, job, and project information in DripJobs and other designated systems.
Coordinate deposits, paperwork, scheduling, work orders, and routine customer communication.
Track licenses, insurance documents, subcontractor records, and compliance deadlines.
Coordinate routine administrative items with subcontractors, bookkeepers, and outside professionals.
Maintain organized records of customer interactions, estimates, job updates, decisions, and outstanding action items.
Monitor open tasks, deadlines, and operational priorities, proactively flagging items that require owner attention.
Help organize the owners' workload by maintaining clear task lists, project trackers, and follow-up schedules.

Project Coordination, Workflow Implementation & Accountability

Help establish and implement a clear process for tracking leads, estimates, jobs, customer requests, and operational tasks from initiation through completion.
Maintain a centralized system that clearly documents the status of outstanding work, required next steps, responsible parties, and follow-up dates.
Ensure that relevant information is documented following customer interactions, site visits, estimates, and job updates.
Proactively identify missing information, unpaid deposits, incomplete tasks, overdue follow-ups, and upcoming deadlines.
Follow up with the owners, team members, subcontractors, or outside contacts as appropriate to keep work moving.
Help the owners consistently use established systems and workflows by monitoring outstanding items, prompting necessary updates, and following up on commitments.
Track action items through completion and elevate unresolved issues or recurring process gaps when necessary.
Help develop, document, refine, and implement checklists, standard operating procedures (SOPs), and repeatable workflows.
Identify opportunities to improve organization, reduce missed follow-ups, and minimize reliance on information being remembered or tracked informally.

Skills

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

Customer service experience required.
Administrative, executive assistance, operations, or project coordination experience strongly preferred.
CRM experience required; experience maintaining accurate records and tracking follow-up activities is important.
Strong organizational skills and the ability to manage multiple projects, tasks, and deadlines.
Experience implementing workflows, maintaining task trackers, or documenting standard operating procedures strongly preferred.
Demonstrated ability to follow up proactively, track action items, and ensure tasks are completed.
Strong phone communication skills required, including the ability to handle customer inquiries and follow-up calls professionally.
Appointment-setting and lead follow-up experience preferred.
Experience with project management tools such as Trello, Asana, or similar platforms preferred.
Familiarity with workflow automation tools such as Zapier is a plus.
Home services, contracting, or similar industry experience is a plus but not required.
Painting industry experience is not required.
Strong written and spoken English required.
Comfortable asking questions, identifying gaps, and respectfully following up with business owners to maintain accountability.

IDEAL CANDIDATE PROFILE

Warm, personable, and professional with customers.
Organized, proactive, and highly attentive to detail.
Strong follow-through and capable of tracking tasks through completion.
Able to bring structure to day-to-day operations and help establish repeatable processes.
Comfortable maintaining centralized records and ensuring important information is documented.
Confident in following up with business owners regarding missing information, outstanding tasks, and commitments.
Experienced in executive assistance, project coordination, operations support, or similar responsibilities.
Comfortable with phone communication without needing to be exclusively sales-focused.
A self-starter who identifies potential issues before being asked.
Able to learn new systems, recommend practical improvements, and help ensure workflows are consistently followed.
Interested in growing into greater responsibility within the company.

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

DripJobs CRM – Training Can Be Provided.
Email & Calendar Platforms.
Microsoft Office / Google Workspace.
Phone / Text Communication Platforms.
Basic Project & Workflow Management Tools.
Trello or similar project management platforms – preferred.
Zapier or similar workflow automation tools – preferred.

Work Schedule

Contracted Hours per Week: 15 Hours (hours may increase based on performance)
Scheduled Working Days: Monday, Wednesday, and Friday
Daily Working Time: 10 AM- 3 PM CST

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