Virtual Assistant

Job Description: Virtual Assistant

Role Type:Full-Time / RemoteFocus:Operations, Scheduling, and Sales Support

Role Objective

We are seeking a high-level, proactive Virtual Assistant to serve as the operational backbone of our painting business. Your primary goal is toreclaim the Owner’s time.By managing administrative workflows and scheduling, you will empower the Owner to focus exclusively on sales and high-level growth.

At our core, we believe in efficiency: your success in this role is measured by how much "headspace" you clear for leadership. If your support enables just one additional contract per week, your role has generated a massive return on investment.

The Team Structure

You will work directly with theCompany Ownerand coordinate occasionally with ourSubcontractor Manager, who oversees a professional field crew of 10 painters.

Key Responsibilities
* Inbox Management:Filter and organize Gmail correspondence; prioritize urgent client inquiries and move leads through the initial funnel.
Inbox Management:Filter and organize Gmail correspondence; prioritize urgent client inquiries and move leads through the initial funnel.
* Calendar Mastery:Own the Google Calendar. Coordinate estimate appointments and follow-up calls, ensuring travel time and availability are optimized.
Calendar Mastery:Own the Google Calendar. Coordinate estimate appointments and follow-up calls, ensuring travel time and availability are optimized.
* Project Tracking:Manage our "source of truth" inClickUp. Update task statuses, set reminders for client follow-ups, and ensure no project detail is overlooked.
Project Tracking:Manage our "source of truth" inClickUp. Update task statuses, set reminders for client follow-ups, and ensure no project detail is overlooked.
* Sales Support:Act as the bridge between an initial inquiry and a scheduled estimate. Ensure the Owner has all necessary client data before they step into a meeting.
Sales Support:Act as the bridge between an initial inquiry and a scheduled estimate. Ensure the Owner has all necessary client data before they step into a meeting.
* Process Optimization:Identify bottlenecks in our current workflow and suggest ways to make our daily operations smoother and faster.
Process Optimization:Identify bottlenecks in our current workflow and suggest ways to make our daily operations smoother and faster.

Requirements & Qualifications
* Communication:Fluent, professional written and verbal English. You are the voice of the business to many of our clients.
Communication:Fluent, professional written and verbal English. You are the voice of the business to many of our clients.
* The Tech Stack:* Expert-level proficiency withGmailandGoogle Calendar.Experience withClickUp(or similar tools like Asana/Monday) is highly preferred. If you don't know ClickUp, you must be a "power user" of software who can learn new systems in a matter of days.
The Tech Stack:* Expert-level proficiency withGmailandGoogle Calendar.
* Experience withClickUp(or similar tools like Asana/Monday) is highly preferred. If you don't know ClickUp, you must be a "power user" of software who can learn new systems in a matter of days.
Experience withClickUp(or similar tools like Asana/Monday) is highly preferred. If you don't know ClickUp, you must be a "power user" of software who can learn new systems in a matter of days.
* Mindset:You don't wait to be told what to do. You see a messy calendar or a cluttered inbox and feel a physical need to organize it.
Mindset:You don't wait to be told what to do. You see a messy calendar or a cluttered inbox and feel a physical need to organize it.
* Availability:Must be able to work full-time hours that overlap with standard US business hours to ensure real-time coordination with the sales team.
Availability:Must be able to work full-time hours that overlap with standard US business hours to ensure real-time coordination with the sales team.

Why This Role?
* Direct Impact:You aren't just doing data entry; you are directly responsible for the company’s ability to scale.
Direct Impact:You aren't just doing data entry; you are directly responsible for the company’s ability to scale.
* Autonomy:We value results over micromanagement. Once you understand our systems, you will have the freedom to manage your workflow.
Autonomy:We value results over micromanagement. Once you understand our systems, you will have the freedom to manage your workflow.
* Stability:We are an established business with a consistent crew and a steady flow of high-end residential and commercial projects.
Stability:We are an established business with a consistent crew and a steady flow of high-end residential and commercial projects.