CPT-11425 Construction Operations & Client Support Virtual Assistant

Job description

APPLICATION INSTRUCTIONS: If you’ve already completed the 20four7VA Recruiting Process—including the Final Interview—or have previously been contracted by a 20four7VA Client, please make sure to apply via the 20four7VA Team Portal for faster processing. Use any valid email address to log in. If you’ve just logged in to the Team Portal, please proceed to review the Independent Contractor Opportunity outlined below. 💡 Quick Tip: Upload your resume first—this will automatically populate most of the fields in the application form. Let the magic happen! If you're interested in this opportunity, click APPLY TO POSITION to proceed. ******************************************************************** Title: Independent Contractor – CPT-11425 Construction Operations & Client Support Virtual Assistant/Business Support VA/Entry-Senior Level (Remote). Overview 20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia. A long-established, family-owned California swimming pool construction company is seeking a versatile Virtual Assistant to support the owner with day-to-day communication, lead management, customer follow-up, and administrative organization. The owner currently manages sales, field operations, and overall business oversight and needs a dependable person who can gradually take ownership of recurring back-office responsibilities. The VA will initially focus on email management, incoming leads, customer communication, and task tracking, with phone coverage, rental-property tracking, and additional operational responsibilities added as the VA becomes familiar with the business. The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor. Scope of Services Contractors will be required to provide services that align with the following client tasks: Email & Daily Administrative Support Monitor and organize incoming company emails Filter spam and unnecessary messages from important communications Identify leads, customer inquiries, financial items, and messages requiring the owner's attention Draft or send routine email responses as appropriate Communicate important items to the owner while he is working in the field Maintain task lists and help ensure important follow-ups are completed Lead & Customer Follow-Up Monitor incoming leads from Yelp, suppliers, advertising sources, and other channels Gather basic information from prospective customers Coordinate with the owner regarding which opportunities to pursue Follow up with qualified leads by email, SMS, or phone Track leads and customer activity within company systems Follow up on submitted estimates and confirm customers received their proposals Determine whether customers have questions or need to speak with the owner Assist with gathering required customer information as projects move toward contract and design Phone & Customer Service Support Answer and screen incoming business calls as phone systems are implemented Filter spam, sales, and irrelevant calls Forward appropriate calls to the owner Provide basic information to customers using established processes Maintain a professional and helpful customer experience Assist with SMS communication for routine customer updates and follow-up CRM & Construction Operations Support Maintain customer and job information within Housecall Pro Update lead statuses, notes, follow-ups, and customer records Help the company better utilize existing CRM functionality Maintain organized project and customer information Support additional construction-related administrative workflows as the role develops Rental Property Tracking Maintain spreadsheets for the owner's Airbnb and long-term rental properties Track income and expenses by individual property Record utility bills, repairs, and other property expenses against the correct unit Help maintain organized financial records for each property Flag missing information or unusual expenses for owner review Airbnb Operations & Property Support Monitor Airbnb calendars and upcoming guest check-ins and check-outs Coordinate and follow up with cleaning and maintenance teams regarding required services Track property damages, missing items, repairs, and associated costs Follow up with maintenance personnel to obtain information, photos, and cost details related to damages or missing items Assist with communication to former tenants regarding outstanding charges for damages or missing items Assist with Airbnb reimbursement or claim documentation and follow-up Maintain organized records related to property incidents, repairs, and claims Construction & Permitting Support Assist with preparing basic construction and pool plan information using established templates Use Google Earth and property information to prepare basic site layouts and measurements Organize and prepare documentation packages for architect review Assist with basic revisions and corrections to drawings and construction templates as directed Help maintain and improve standardized construction plan templates and processes Prepare and organize required documentation for city and county permit applications Submit permit applications and supporting documents through applicable online permitting portals Track permit submissions, corrections, and follow-up requirements Coordinate with the owner and architect regarding required revisions or additional documentation Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing. Skills The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements: Previous business support, customer service, or administrative experience required Phone-based customer service experience strongly preferred CRM experience required Construction, contracting, home services, or similar industry experience preferred Lead management and customer follow-up experience preferred Strong spreadsheet and data-tracking skills Bookkeeping or financial tracking experience is a plus but not required Property management or rental-property support experience is a plus Strong written and verbal English communication required Strong organizational and multitasking skills Construction, permitting, or engineering-related administrative experience preferred Familiarity with construction drawings, site plans, or technical documentation preferred Experience with AutoCAD or similar drawing/design software preferred Experience preparing or submitting permit applications preferred Strong attention to detail when working with repetitive construction documentation IDEAL CANDIDATE PROFILE Highly organized with strong follow-through Professional and comfortable communicating with customers by phone, email, and SMS Able to prioritize important information and filter out unnecessary noise Proactive about keeping leads and customers from falling through the cracks Comfortable working directly with an owner who spends much of his day in the field Able to take verbal or written direction and turn it into completed tasks Comfortable gradually taking ownership of additional responsibilities Interested in becoming a long-term member of a growing business APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED Housecall Pro – Training will be provided QuickBooks – Familiarity A Plus Microsoft Excel / Google Sheets CRM Platforms Email & Calendar Platforms VoIP / Business Phone Systems Microsoft Teams AnyDesk / Remote Desktop Systems Work Schedule Contracted Hours per Week: 40 Hours Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing) Daily Working Time: Flexible between 7:00 AM – 4:00 PM PST (1-hour unpaid lunch at full-time) Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW. Terms of Engagement Contractors will operate under a Master Services Agreement and a Statement of Work This is not an offer of employment; contractors are not employees of 20four7VA or any client All compensation is processed through 20four7VA according to the terms of the engagement Role Summary & Requirements REQUIRED SERVICE: Business Support REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level Contracted Hours per Week: 40 hours/week Daily Working Time: Flexible between 7:00 AM – 4:00 PM PST (1-hour unpaid lunch at full-time) Scheduled Working Days: Monday-Friday REPORTING TO/POC: To Be Determined Number of VAs: 1 GENDER PREFERENCE: None LANGUAGES SPOKEN/PREFERENCE: English ACCENT PREFERENCE: Level A-B (Native or near-native English accent required) REGION PREFERENCES: Philippines and some candidates from South Africa, compared to candidates from Jamaica and others from South Africa who have a heavier accent. What we offer Competitive rates Weekly payments Various open roles are available Free training and upskilling Constant support and guidance A vibrant community always ready to support you And more!