Virtual Admin Assistant

2 days ago

Manila, National Capital Region, Philippines Inside Out Full time $6 - $7

** IMPORTANT ** WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED:

JOB TITLE

Virtual Admin Assistant

JOB ID

JOSKYL1

INDUSTRY

Roofing

LOCATION

LATAM / PH

JOB STATUS

Full Time

WORK SCHEDULE

8:00am to 5:00pm EST

SALARY

$6 to $7

TARGET START DATE

ASAP


ROLE OVERVIEW


About the Client:

The client is a trusted, preferred residential and commercial roofing contractor based in Florida. The company has a long-standing history in the industry, bringing 35+ years of roofing experience to every job.

About the Role:
The client is seeking an experienced and dedicated Virtual Admin Assistant to serve as the critical administrative backbone for our roofing business. You will be responsible for streamlining the owner's workflow by managing key administrative, communication, and project support tasks. The successful candidate must be a proactive self-starter who can not only follow instructions but also think one step ahead, operating with little to no supervision. Experience working with American construction or roofing companies is highly preferred.

Key Responsibilities

Administrative & Workflow Management

  • Email Management & Filtering: Efficiently manage the owner's email inboxes, filtering out spam, responding to routine inquiries, and forwarding essential communications (e.g., from cities or key partners) for immediate action.
  • Document & Data Entry: Process customer information received via phone or email, including capturing addresses and emails. Organize and maintain digital files and a customer database/CRM.
  • System Template Management: Utilize and maintain pre-made templates for quotes and contracts. Update templates with new client names, addresses, and pricing/deposit details as needed for efficiency.
  • Pricing/Quoting Support: Assist in the quick preparation of price quotes. This involves receiving screenshots of addresses and project specifications from the owner (e.g., satellite measurements from a third-party company) and accurately translating that data into a final quote or proposal for the customer.
  • Online municipal permit applications: Assist in gathering all required project documentation, accurately submitting applications through various city portals, actively tracking their status, and ensuring timely communication regarding approvals and compliance.

Communication & Client Coordination

  • Phone and Text Management: Handle incoming calls and texts, routing them appropriately, answering general inquiries, and ensuring no customer leads or essential business communications are missed.
  • Proactive Communication: Act as a first point of contact, demonstrating a professional and cheerful demeanor, and maintaining high-quality communication with all stakeholders.

Qualifications & Skills

  • Proactive & Independent: Must be a high-level professional who can anticipate needs and "be a step ahead" of the owner on every task, requiring minimal "babysitting" or repeated instructions.
  • Construction/Roofing Competence: Possess or quickly acquire a solid understanding of the roofing business process, including standard materials (e.g., shingles, flat roofs) and terminology.
  • Organizational Mastery: Highly organized with exceptional attention to detail to keep all systems, digital files, and communications orderly.
  • Tech Proficiency: Comfortable using or quickly learning new software, including email clients, CRMs, and basic document/template software.
  • Excellent verbal and written skills in English.
  • Fluency in Spanish with both written and verbal skills being beneficial.

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