Virtual Executive Assistant

EO Staff is a Virtual Assistant agency that empowers entrepreneurs, executives, and fast-growing teams with top-tier remote support. Our rigorous vetting process ensures we match clients with high-performing assistants who are proactive, reliable, and skilled — reducing onboarding time and minimizing turnover.

We are hiring a proactive and detail-oriented Virtual Assistant to support a growing home service and construction franchise business specializing in residential maintenance, repair, and light renovation projects. The business delivers high-quality, reliable service to homeowners while maintaining a strong focus on customer satisfaction and operational excellence.

As the Virtual Assistant, you will work directly with the business owner, ensuring smooth daily operations by managing leads, client communication, and administrative tasks through platforms like Housecall Pro and Outlook. You'll handle lead intake and follow-up, calendar organization, inbox management, and light financial recordkeeping. This role is ideal for a highly organized self-starter who thrives on improving systems, supporting business growth, and helping the owner focus on sales, networking, and expansion.

Responsibilities:

• Partner to the Client:

• Be trusted gatekeeper and strategic support by managing priorities, protecting the client's time, and anticipating what they need. Proactively find ways to make work easier, streamline operations, reduce bottlenecks, help the business grow, and increase revenue.

• Inbox & Email Management:

• Oversee the owner's Outlook inbox, triaging and flagging urgent messages while keeping it organized with folders and naming systems.

• Draft and send professional responses to clients, vendors, and franchise partners in the owner's tone.
• Track all communication threads, ensuring timely follow-ups and no missed opportunities.
• Maintain daily inbox organization for clarity and easy reference.

• Calendar Management & Scheduling Support:

• Manage multiple calendars (business, personal, franchise) and ensure alignment across platforms.

• Schedule and confirm client calls, estimates, job visits, and follow-ups directly in Housecall Pro for full visibility.
• Sync Housecall Pro with Outlook as needed to reflect commitments.
• Coordinate the owner's availability and focus time, balancing operational and franchise priorities.

• Lead Management & Follow-Up (High Priority):

• Handle all incoming leads from franchise, marketing, and direct inquiries.

• Log and categorize leads in Housecall Pro, keeping data accurate and up to date.
• Manage the entire lead-to-job pipeline, from intake and follow-up to booking.
• Conduct timely outreach (calls, texts, emails) to warm, cold, or unresponsive leads.
• Coordinate with technicians to ensure seamless job scheduling and communication flow.
• Maintain detailed CRM notes for transparency, lead tracking, and team visibility.

• CRM Management:

• Keep Housecall Pro records current for all customers, leads, and jobs.

• Use tags and notes to track progress, lead status, and client history.
• Generate basic reports for pipeline tracking or follow-up summaries.
• Monitor and prompt action on stalled leads to maintain conversion goals.

• SOP/Playbook Creation & Documentation:

• Create and update Standard Operating Procedures (SOPs) for recurring administrative and communication tasks.

• Document and refine lead management, scheduling, and customer service workflows for consistency.
• Improve systems continuously to support scalable and efficient operations.

• Research Support:

• Conduct vendor, subcontractor, and supplier research for materials and service sourcing.

• Compare pricing and availability for estimates or purchasing.
• Explore networking and partnership opportunities to support local growth.
• Present findings in clear summaries or organized data sheets.

• Customer Service:

• Act as the first point of contact for customers via calls, texts, and emails using Housecall Pro and Grasshopper.

• Respond promptly to inquiries and schedule or reschedule jobs.
• Maintain a professional, friendly tone consistent with brand standards.
• Follow up after estimates or completed jobs to ensure customer satisfaction and repeat business.
• Escalate urgent issues to the owner and document all customer interactions in Housecall Pro.

• Social Media Management:

• Maintain a consistent posting schedule on Facebook and other platforms.

• Post before-and-after photos, testimonials, and announcements to boost engagement.
• Coordinate with franchise marketing teams for brand-aligned visuals and messaging.
• Track and report engagement metrics with insights for improvement.

• Vendor Management:

• Liaise with suppliers and subcontractors regarding orders, deliveries, and invoices.

• Maintain accurate vendor records, including payments, credits, and contact lists.
• Support vendor relationship management and reconciliation processes.

• Invoice & Receipt Management:

• Track and organize receipts and invoices uploaded by technicians through Housecall Pro.

• File all financial records in proper folders for bookkeeping.
• Ensure expenses are documented and submitted for timely reconciliation.
• Assist with basic expense tracking and financial reporting.

Key Performance Indicators:

• 30-Day Mark:

• Fully trained on Housecall Pro, Outlook, and franchise tools.

• Inbox organized with clear folder systems and response workflows.
• Consistent lead logging and tracking in Housecall Pro.
• Accurately schedules estimates and jobs, confirming with technicians.
• Handles customer calls, texts, and emails professionally.
• Receipts from technicians properly organized for bookkeeping.
• Established daily communication rhythm with the business owner.

• 60-Day Mark:

• Manages lead communication, scheduling, and follow-ups with minimal supervision.

• Responds to all customer inquiries and estimate requests within the same business day.
• Maintains accurate records for leads, jobs, and receipts in Housecall Pro.
• Coordinates effectively with technicians and vendors to keep operations on track.
• Begins drafting and refining SOPs for lead tracking, customer updates, and invoices.

• 90-Day Mark:

• Fully manages the lead-to-job pipeline from intake to invoicing.

• Keeps calendar and inbox organized, requiring minimal oversight.
• Proactively manages customer service and communication.
• Maintains accurate financial documentation (receipts, invoices, expenses).
• Becomes trusted to oversee daily operations, allowing the business owner to focus on growth.

Qualifications:

• 3 years+ as a Virtual Assistant, Executive/Administrative Assistant, or in a similar support role, preferably in a remote setup.
• Excellent written and verbal communication; able to communicate clearly and professionally with customers, vendors, and the business owner through calls, emails, and text messages.
• Experience in customer-facing roles (email, sms, and phone-based communication required). Strong background in handling client inquiries, resolving concerns, and escalations is preferred.
• Background in home service, construction, or field service operations is an advantage.
• Strong background in customer service and client communication, comfortable handling calls, texts, and emails through platforms like Housecall Pro and Grasshopper.
• Experience managing leads, scheduling, and job tracking in a home service or field service business.
• Proficient in Outlook for inbox and calendar management; able to organize messages, schedule appointments, and coordinate meetings effectively.
• Experience with Housecall Pro or similar job tracking/field service CRMs (preferred).
• Basic understanding of social media posting (Facebook) for business updates or local engagement (preferred).
• Highly organized and detail-oriented, with strong time management skills.
• Proactive and resourceful, with the ability to anticipate needs and take initiative.
• Dependable, professional, and able to maintain confidentiality.
• Tech-savvy, with the ability to quickly learn new tools or systems.

You're a Great Fit If You:

• A self-starter who takes initiative and doesn't wait for direction to get things done.
• Confident handling customer communication through calls, texts, and emails while maintaining a friendly and professional tone.
• Highly organized and detail-oriented, capable of managing leads, schedules, and follow-ups without letting anything fall through the cracks.
• Comfortable working in Housecall Pro and Outlook, with a natural ability to stay on top of messages, appointments, and records.
• Someone who thrives in a fast-paced, service-based environment where priorities can shift quickly.
• Dependable and consistent — the kind of person the business owner can fully trust to keep operations running smoothly.
• A problem-solver who can identify issues early, offer solutions, and continuously improve systems and workflows.
• Motivated by helping others succeed — you take pride in knowing that your support allows the owner to focus on growth and client relationships.

Time Commitment:

• Full-time position with remote work setup

• 8:00 AM - 5:00 PM EST Monday - Friday

• Competitive base salary
• 13th Month Pay
• Performance-based incentives
• 100% Remote work setup
• Opportunity to work with a high-growth team and industry leader

• Shortlisted candidates will be contacted within 3–5 business days.
• Interview with the Recruiter
• Interview with the Hiring Manager
• Job Offer