Admin Assistant & Dispatching VA

Job Summary

We are a growing home services company seeking a reliable, organized, and proactive Admin Assistant & Dispatching VA to keep our daily operations running smoothly. This is a hybrid administrative and dispatching role — you’ll handle customer calls, scheduling, invoicing, and warranty paperwork so our team can stay focused on field work and growth. The ideal candidate is a strong communicator who thrives on staying organized and juggling multiple moving parts.

Key Responsibilities

• Answer inbound customer calls and deliver excellent, friendly service
• Schedule and dispatch service calls, maintenance visits, and installations using dispatch software
• Create and send invoices for service work and home warranty jobs
• Process and organize home warranty paperwork and forms for multiple providers
• Follow up on outstanding payments and handle basic collections
• Coordinate with technicians on scheduling, job notes, and status updates
• Manage customer communications including confirmations, reschedules, and follow-ups
• Maintain organized records and assist with general administrative tasks
• Track and update job statuses across internal systems

Mandatory Skills

• Strong English communication skills, both spoken and written
• Experience in customer service, dispatching, or administrative work
• Comfortable working with scheduling and dispatch software
• Organized, detail-oriented, and able to multitask effectively
• Basic computer skills including Google Workspace, email, and spreadsheets
• Reliable, detail-oriented, and able to work independently
• Strong communication and follow-through

Preferred Skills

• Experience in home services such as HVAC, plumbing, or similar trades
• Familiarity with Dispatch.me or comparable dispatch platforms
• Previous experience working with home warranty companies or service contractors
• Familiarity with QuickBooks, Jobber, Housecall Pro, or similar tools
• Experience creating and sending invoices and following up on payments
• Ability to manage multiple tasks and priorities simultaneously

Why Join Us

This is a long-term opportunity to become a key part of a growing team that values reliable, dependable people. You’ll work with clear processes and full training on our systems, with room to take on more responsibility over time. If you enjoy keeping things organized and being the backbone of daily operations, you’ll thrive here.

Work Schedule

Monday to Friday, 8:00 AM to 5:00 PM Central Time