Administrative Assistant

Employer based in · Remote

Hiring talent from: all countries

Need someone that can review my company and bring structure. Payroll, client follow-up, client retention, best systems to keep things operating without me having to be inside the business. This VA will collaborate with other departments as needed, primarily for coordination, information sharing, and task execution. Collaboration will follow clear workflows and SOPs to ensure efficiency and accountability. Tasks: 1. Payroll processing Track hours, commissions, tips, and prepare weekly payroll reports 2. Schedule management Book jobs, reschedule appointments, handle cancellations, and confirm upcoming jobs 3. Customer communication Answer calls, texts, emails, and DMs professionally using company scripts 4. Customer complaints & resolutions Handle concerns, refunds, reschedules, and service issues following company policy 5. Payment follow-ups Send invoices, collect outstanding balances, and follow up on unpaid jobs 6. CRM & job management Update customer records, job notes, and service history in the booking system 7. Quote & estimate sending Send pricing, service packages, and follow-ups after inquiries 8. Review management Request Google reviews, respond to reviews, and flag negative feedback for escalation 9. Daily schedule optimization Organize routes, minimize drive time, and fill gaps with same-day or next-day bookings 10. Employee coordination Communicate schedules, call-offs, start times, and job details to detailers 11. Marketing support Post on Google My Business, send follow-up texts, and assist with promotions 12. Inventory tracking Monitor supplies and alert when products need restocking 13. Reporting Provide daily/weekly summaries of jobs completed, revenue, cancellations, and issues 14. Policy enforcement Enforce cancellation, deposit, and reschedule policies consistently 15. General admin support Data entry, document organization, and internal task follow-ups Skillset: Communication & Email Management; Bookkeeping / Accounting; Data Entry & Reporting; Customer Service; Project Management Tools: Fieldd = Experience preferred - but not required Quickbooks = Similar experience required Gift up = Experience preferred - but not required OpenPhone = Experience preferred - but not required Personality: C/S dominant (Conscientious & Steady). Detail-oriented, process-driven, reliable, and consistent. Comfortable following SOPs, handling repetitive tasks, and maintaining accuracy. A small amount of D is welcome for initiative, but not highly aggressive or sales-heavy. Organized; Proactive; Resourceful; Self-Starter / Independent; Detail-Oriented; Outgoing / Personable; Analytical / Problem Solver; Creative / Innovative; Strong Communicator; Adaptable / Flexible; Team-Oriented