URGENT: General Virtual Assistant (Part - Time)

Application Deadline: 13 December 2024

Department: Operations

Employment Type: Freelance

Location: Manila

Compensation: $3.00 - $4.00 / hour

Description

• Manage email requests for appointments and schedule them on Google Calendar.
• Align schedules with work orders and ensure proper coordination with technicians.
• Utilize MaintainX to create, assign, and update work orders, ensuring all relevant documents are attached.
• Keep Google Calendar and MaintainX synchronized for an accurate workflow view.
• Follow up with existing customers through emails or calls to address inquiries about system upgrades, camera upgrades, and other services.
• Maintain a list of customers requiring follow-ups and ensure timely and professional communication.
• Communicate schedules and work orders to technicians (1 full-time, 1 part-time, plus the business owner).
• Ensure technicians have all the necessary information for their assignments.
• Reach out to existing clients weekly to gather updates on upcoming needs and proactively schedule appointments.
• Maintain a customer database to keep track of interactions and follow-up schedules.
• Handle general email management and organize communications for easy reference.
• Provide additional administrative tasks as needed to support business operations.

Hard Requirements:

• Proven experience in scheduling, email management, and calendar coordination.
• Familiarity with tools such as Google Calendar and MaintainX (or similar work order management platforms).
• Strong written and verbal communication skills in English.
• Ability to handle phone communication and VoIP systems (e.g., RingCentral, Vonage, or similar).
• Detail-oriented with strong organizational and multitasking skills.
• Proactive problem-solver with excellent time management abilities.

Schedule:

• 20 hours/week
• Monday - Friday 8AM-10AM & 1PM-3PM CST