Administrative & Customer Support VA for Paola - Looking for a Unicorn!

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:

I provide a FUN working environment.

We are constantly learning new things.

We are a team who wants to be the best at what we do, which means you have the BEST teammates.

I ALWAYS pay on time.

I treat all of my team members with respect and love.

Here’s a quick video sharing why you may want to work with us! https://www.loom.com/share/bb3c5dbcf7df4547bd354a84db08cfa1?sid=9eee2f95-db86-4c9d-8fd8-db612dcbbc11

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:

• I provide a FUN working environment.
• We are constantly learning new things.
• We are a team who wants to be the best at what we do, which means you have the BEST teammates.
• I ALWAYS pay on time.
• I treat all of my team members with respect and love.

Client Overview:

Paola is a wonderful entrepreneur and she is looking for an awesome unicorn who can help her with operations and administrative tasks.

Client Requirements:

• Must be able to work 40 hours weekly
• Must be able to work from 8am to 5pm (12pm-1pm Lunch time) Pacific Time (US)
• Must have strong written and verbal communication
• Highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Must have experience working for a company in the US
• Could come with some CRM experience, not necessarily ServiceTitan service.
• Must show a growth mindset, actively seek training, continuously improve, and take initiative to become more valuable to the team.
• Must have experience in any of the trades in construction
• Must be open to using an Americanized name for smoother, faster communication with contractors over the phone.

Responsibilities/Tasks:

Must-Have Experience (Responsibilities You Must Be Proficient In):

These are the tasks the VA needs to handle independently and confidently from day one:

• Answer and route inbound calls
• Speak with homeowners, contractors, and prospects in a clear, professional manner
• Follow structured call scripts (no improvisation that derails conversations)
• Gather complete service call intake details and key customer/job information quickly and accurately
• Handle basic service inquiries and appointment-related questions
• Respond to emails clearly and promptly
• Confirm appointments and send reminders
• Follow up on job completion and customer satisfaction

• Assist with managing open estimates and job pipelines and follow up on open estimates
• Re-engage prospects who haven’t responded
• Check in on sent quotes
• Ensure no leads or estimates are left unattended

• Help communicate job timing updates between office and field technicians
• Notify customers if technicians are running late
• Coordinate basic job flow updates
• Schedule service calls based on priority and technician availability
• Maintain accurate ServiceTitan notes
• Monitor schedule flow and adjust as needed
• Message Technicians for next day schedules

• Use CRM system (ServiceTitan) to view and update customer profiles
• Log calls, notes, and interactions properly
• Pull up customer/job information during calls
• Work within integrated phone/CRM systems
• Data entry of job details, estimates, and technician notes
• Maintain organized digital job files
• Assist with permits and documentation tracking
• Support open invoice follow-ups
• Assist with vendor and material coordination: W-9’s, Proof or Insurance, etc.
• Support internal coordination between office and field teams

• Work within structured SOPs, scripts, and documented workflows
• Maintain productivity expectations during 8 AM–5 PM US hours

Nice-to-Have Experience (Responsibilities You Can Learn Over Time):

These tasks are valuable but can be trained on the job:

• Light sales follow-ups using short, structured scripts
• Use ChatGPT or templates to support writing responses
• Track ongoing jobs and customer details

Pay and Benefits:

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal

Our super cool hiring process:

• We have real people communicating with you and looking at your application!
• We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
• At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!

So we appreciate your help in preparing your details to present to our clients.