Virtual Administrative Coordinator

hace 1 semana

Argentina Scalesource A tiempo completo

Job Title: Virtual Administrative Coordinator
Location: Remote (Work from Home)
Schedule: Full-Time, 8AM to 5PM (PST)
Salary: 1200 USD/Month

Job Summary

We are looking for a detail-oriented Virtual Administrative Coordinator to support our franchise operations remotely. This role plays a vital part in providing exceptional customer service, managing appointment scheduling, handling permit processes, submitting utility tickets, assisting in project management, and maintaining accurate administrative records. The ideal candidate is self-motivated, tech-savvy, and capable of working independently in a fast-paced remote environment.

Key ResponsibilitiesCustomer Service & Appointment Setting
  • Provide excellent customer support through email, phone, and other channels.
  • Add customer and job data into Fence 360 and conduct project task sign off for each step of the fence process
  • Schedule and confirm customer appointments for consultations, estimates, and project installations.
  • Coordinate availability across multiple teams to ensure timely service delivery.
  • Follow up with customers regarding pending actions, appointments, and feedback.
  • Answer overflow calls, provide basic customer assistance, or redirect calls as needed.
  • Maintain a professional and friendly phone presence.
Permit Filing
  • Prepare, submit, and monitor permit applications with various city and county offices.
  • Research local permitting requirements as needed.
  • Maintain digital records of permits and follow up on pending applications.
Utility Ticket Management
  • Schedule with customer and sales/ operations staff 811 markings
  • Submit utility locate requests (e.g., 811 tickets) through designated platforms.
  • Track ticket progress and notify internal teams of any issues or updates.
  • Ensure all tickets are properly documented and closed out.
Estimate Management
  • Support sales team to create and prepare job estimates for each project based on provided data.
  • Coordinate with the sales team to ensure estimate accuracy and timely delivery.
  • Update CRM systems with estimate details and statuses.
  • Follow up on open estimates in collaboration with sales representatives.
  • Communicate with customers via email or phone as needed.
Phone Support:
  • Serve as the line of support for incoming calls during business hours.
  • Answer calls, provide basic customer assistance, or redirect calls as needed.
  • Maintain a professional and friendly phone presence.
General Administrative & Project Support
  • Assist with data entry, document management, and record keeping.
  • Enter receipts and expense records into SOS or related systems.
  • Maintain organized digital files and streamline administrative workflows.
  • Support scheduling, internal communication, and project management coordination.
  • Answer vendor and material delivery calls and coordinate with operations team to ensure seamless deliveries of materials and products
  • Collaborate with internal teams and vendors via email, phone, and video calls.
Requirements
  • Must have a professional remote work setup and reliable internet.
  • Strong Zoom presence and communication required - English (C1/C2).
  • As part of the recruitment process, candidates will be asked to submit an introduction video.

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