About the Client: The Client owns and operates a comprehensive electrical services and repair firm (commercial and residential). The owner is currently the biggest bottleneck preventing growth, often losing money because invoices are not sent or followed up on time. This role is vital for immediately stabilizing the company's financial flow and managing the complex scheduling needs for the large team.
About the Role: We are seeking a versatile and resourceful Virtual Assistant to support the business's administrative and financial backbone. The main goal of this position is to support invoicing, accounts receivable, scheduling and general administrative tasks. This role needs someone who is proactive when searching for tasks and able to communicate with inspectors, homeowners and the internal team in a calm and clear way.
Key Responsibilities
- Search for open jobs that need to be invoiced
- Send invoices through Jobber and keep track of all invoices sent
- Follow up on pending invoices
- Create simple logs of invoices, calls and notes
- Identify tasks without waiting to be assigned and ask for confirmation when needed
Scheduling Support
- Coordinate daily scheduling with inspectors, homeowners and technicians
- Be available during working hours to follow up on open items
- Communicate with inspectors in a calm, respectful and patient tone
- Confirm completed inspections and request details from the field team
- Document homeowner responses, including cases where they are not responsive or not versátil
Administrative Support
- Data entry and note taking for calls, invoices and follow ups
- Update logs on all communication done with inspectors and homeowners
- Assist with general tasks such as documentation, simple reporting and follow up messages
- Communicate with the internal