Admin & Operations Support VA

Job Summary

We are looking for an experienced and personable Admin and Operations Support VA to become the operational backbone of our established home services business. In this role, you will be the first point of contact for our customers — answering calls and messages, scheduling service jobs, and keeping day-to-day operations running smoothly. Beyond handling communications, you will help document processes, coordinate schedules, and gradually take on more responsibility in helping run the business. The ideal candidate combines excellent spoken English, a friendly phone presence, and solid administrative experience with a proactive, problem-solving mindset.

Key Responsibilities

• Answer incoming customer phone calls and text messages regarding service requests, repairs, and billing questions
• Serve as the first point of contact for an established base of around 250 customer accounts
• Log, organize, and prioritize incoming requests so nothing falls through the cracks
• Review open items and questions with the business owner during structured daily check-ins
• Schedule and coordinate service jobs using the company’s service management software
• Handle schedule changes and adjustments, including rebooking jobs when technicians are unavailable
• Follow up with customers to confirm bookings and make sure issues are fully resolved
• Assist with billing-related inquiries and basic account updates
• Help build out and document standard operating procedures (SOPs) for recurring tasks
• Proactively identify ways to improve operations and take work off the owner’s plate

Mandatory Skills

• Excellent spoken English — clear, neutral, and easy to understand over the phone
• Warm, friendly, and patient phone manner, including with senior customers
• Proven experience in an administrative, office management, or operations support role
• Strong organizational skills with the ability to track and follow through on many open items at once
• Ability to quickly learn and navigate new software platforms for scheduling, booking, and customer management
• Proactive problem-solver who can figure out next steps rather than waiting for instructions
• Reliable, detail-oriented, and able to work independently
• Strong communication skills, both verbal and written

Preferred Skills

• Experience supporting a home services, field services, or trades business
• Familiarity with field service management or scheduling/dispatch software
• Background in phone-based customer service or front-desk roles
• Experience creating or documenting SOPs and internal processes
• Exposure to billing, invoicing, or basic bookkeeping tasks
• Ability to manage multiple projects simultaneously

Why Join Us

You will work directly with the business owner in a trusted, right-hand role where your ideas and initiative genuinely shape how the company runs. As the business grows, so will your responsibilities — this is a long-term opportunity for someone who wants ownership of their work, not just a list of tasks. If you enjoy bringing order to a bus

Work Schedule

Mon-Fri 09:00 AM – 01:00 PM PST