Virtual Administrative & Dispatch Coordinator (Home Services)

Location:Remote (South Africa)Contract:Independent ContractorSchedule:Full-Time, Monday-Friday, EST

Position Overview

We are seeking a highly organized, proactive, and service-minded Virtual Administrative Coordinator to support our clients, sales arborists, operations team, and leadership.

This role is ideal for someone who doesn't simply wait for a task list but notices what needs to be done, takes initiative, follows through, and keeps things moving.

The Virtual Administrative Coordinator will serve as an important communication and coordination hub. This person will help ensure clients receive timely responses, field team members have the administrative support they need, information in our systems remains accurate, and important details don't fall through the cracks.

Because this is a remote position, exceptional communication, responsiveness, organization, and personal accountability are essential.

Key Responsibilities

Client Communication & Scheduling
* Monitor incoming client emails, messages, and other communication throughout the workday.
Monitor incoming client emails, messages, and other communication throughout the workday.
* Maintain a goal of responding to client inquiries within one hour or less during business hours.
Maintain a goal of responding to client inquiries within one hour or less during business hours.
* Answer incoming client phone calls professionally and warmly.
Answer incoming client phone calls professionally and warmly.
* Gather necessary information from prospective and existing clients.
Gather necessary information from prospective and existing clients.
* Schedule appointments for sales representatives while considering availability, location, routing, and urgency.
Schedule appointments for sales representatives while considering availability, location, routing, and urgency.
* Communicate appointment information, changes, cancellations, and other updates to clients and team members.
Communicate appointment information, changes, cancellations, and other updates to clients and team members.
* Follow up on outstanding client questions or requests to ensure issues are resolved.
Follow up on outstanding client questions or requests to ensure issues are resolved.
* Provide a consistently professional and helpful client experience that reflects the brand.
Provide a consistently professional and helpful client experience that reflects the brand.

Field & Sales Support
* Provide day-to-day administrative support to sales arborists and field staff.
Provide day-to-day administrative support to sales arborists and field staff.
* Assist with scheduling, client communication, appointment changes, and information gathering.
Assist with scheduling, client communication, appointment changes, and information gathering.
* Help resolve administrative issues that could prevent field staff from serving a client efficiently.
Help resolve administrative issues that could prevent field staff from serving a client efficiently.
* Monitor open items and proactively follow up when information or action is still needed.
Monitor open items and proactively follow up when information or action is still needed.
* Serve as a dependable point of contact between clients, field staff, and internal management.
Serve as a dependable point of contact between clients, field staff, and internal management.
* Anticipate needs whenever possible rather than waiting to be asked.
Anticipate needs whenever possible rather than waiting to be asked.

CRM & Administrative Support
* Enter and maintain accurate client, lead, appointment, and job information in the company's CRM.
Enter and maintain accurate client, lead, appointment, and job information in the company's CRM.
* Review records for missing or incomplete information and follow up as needed.
Review records for missing or incomplete information and follow up as needed.
* Maintain organized electronic files and documentation using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
Maintain organized electronic files and documentation using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
* Help create and maintain administrative processes, trackers, calendars, and other organizational tools.
Help create and maintain administrative processes, trackers, calendars, and other organizational tools.
* Assist leadership with miscellaneous projects and one-time administrative needs.
Assist leadership with miscellaneous projects and one-time administrative needs.
* Identify recurring problems or inefficiencies and suggest ways to improve processes.
Identify recurring problems or inefficiencies and suggest ways to improve processes.
* Maintain organized employee and candidate documentation while protecting confidential information.
Maintain organized employee and candidate documentation while protecting confidential information.
* Help ensure new employees have a professional and organized onboarding experience.
Help ensure new employees have a professio