Administrative & Scheduling Virtual Assistant (Appliance Repair)

Assist World; Remote; ZAR 200 000 - 300 000; Part time

Job summary

A growing appliance repair company is seeking a remote Administrative & Scheduling Virtual Assistant to manage parts ordering, job scheduling, and administrative tasks. This part-time role, starting at approximately 10 hours per week, offers opportunities for growth as the business scales. Ideal candidates will have 3+ years of relevant experience with strong organisational skills and excellent English communication. A supportive environment with unique bonuses awaits the right individual.

Benefits

100% remote

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

Qualifications

• 3+ years of experience in administrative or customer service roles.
• Strong attention to detail and ability to follow instructions.
• Excellent written and verbal English communication skills.

Responsibilities

• Process parts orders based on technician notes and job requirements.
• Schedule and update repair appointments for technicians.
• Maintain and update customer/job information in the CRM.
• Answer inbound customer calls during agreed-upon hours.

Skills

Organisational skills

Attention to detail

Problem-solving

Communication skills

Job description

Overview

A growing appliance repair company is seeking a detail-oriented, reliable Administrative & Scheduling Virtual Assistant to support daily operations as the business scales. You’ll work directly with the owner to take admin tasks off his plate—starting with ordering parts, scheduling jobs, and basic coordination—with the opportunity to grow into a full-time role that may include phone support and more advanced responsibilities as the technician team expands.

This role is ideal for someone who is organised, proactive, and comfortable working in a fast-moving, service-based environment.

Core Responsibilities

1. Parts Ordering & Vendor Coordination

• Process parts orders based on technician notes, job requirements, and system records.
• Communicate with suppliers/vendors to confirm pricing, availability, and delivery timelines.
• Track orders and follow up on delays, backorders, or incorrect shipments.
• Maintain accurate digital records of parts ordered, received, and used.

2. Job Scheduling & Calendar Management

• Schedule and update repair appointments for technicians based on location, availability, and job priority.
• Adjust schedules as needed for cancellations, reschedules, or emergency jobs.
• Ensure technicians have clear, accurate job details before each appointment.
• Help minimise gaps and optimise routes to keep the day efficient.

3. Administrative Support

• Maintain and update customer/job information in the company’s systems/CRM.
• Assist with basic documentation and record keeping related to jobs, parts, and clients.
• Support inbox management (flagging important emails, basic replies, and routing messages to the owner where needed).

4. Future / Optional Responsibilities (As the Role Grows)

• Answer inbound customer calls during agreed-upon hours (e.g., appointment requests, basic questions, reschedule requests).
• Provide basic customer service and route more complex issues to the owner or technicians.
• Assist with simple reporting (e.g., jobs completed, common parts ordered, basic metrics).

Qualifications

• 3+ years of experience in an administrative, operations, dispatcher, scheduler, or customer service role (service-based or trades environment a plus: HVAC, plumbing, electrical, appliance repair, etc.).
• Strong attention to detail and ability to follow instructions accurately when ordering parts and scheduling jobs.
• Comfortable working with online tools, calendars, and basic CRMs (training will be provided on company-specific systems).
• Excellent written and verbal English communication skills.
• Highly organised, dependable, and able to manage multiple tasks without constant supervision.
• Problem-solver with a calm, professional approach when plans change or issues arise.

Soft Skills

• Reliable and responsive during agreed working hours.
• Proactive about clarifying instructions and closing loops (e.g., following up on outstanding orders or unscheduled jobs).
• Comfortable working closely with a business owner and a small, growing team.
• Willing to learn the business over time and take on more responsibility as the company grows.

Working Hours & Location

• Start: Part-time, approximately 10 hours per week (with potential to increase to 20+ hours and eventually full-time as the business scales).
• Must be able to work with overlap in U.S. Central Time (CT) to handle time-sensitive tasks and coordination.
• Fully remote role.

Growth Opportunity

This position is being created to support a company that plans to double its technicians in the near term. The right assistant will have the opportunity to grow with the business, increase hours, and expand into a more full-time operations/admin support position, including more responsibility for scheduling, customer communication, and day-to-day coordination.

$600 - $600 a month

Why Join Assist World?

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• $300 tenure bonus every 6 months
• $500 entry monthly raffle
• NO TRACKER. NO PROBLEM