As the Virtual Assistant, you will play a key role in managing inbound communications (phone calls, texts, email), triaging inquiries, scheduling and coordinating with our team, and maintaining a professional and responsive presence on behalf of the company. You must be comfortable working remotely, have excellent communication skills, and have some familiarity or experience with construction/handyman work context (so you understand basic terminology, client expectations, and the pace of the business).
Key Responsibilities:

Answer incoming phone calls and texts promptly and professionally, following a company script and logging pertinent details (caller name, inquiry, address, preferred contact method, job description).

Manage the company general inbox: review incoming emails, categorize them (e.g., new job request, current client, property manager, billing/estimating), flag high-priority items, respond or forward to the appropriate team member.

Maintain and update a shared contact log or CRM with client names, job location, type of service requested, status and follow-up notes.

Schedule appointments for the field team: coordinate client availability, assign to the right tradesperson/crew, communicate time slots, send confirmations and reminders.

Follow up on unanswered inquiries (phone, text, email) within a defined timeframe (e.g., 24 hours).

Assist with basic administrative tasks: create and send estimates or invoices templates (with guidance), track job status updates, and escalate as needed.

Maintain daily or weekly reports of communications volume, appointment scheduling status, outstanding tasks/backlog, and any client service issues.

Coordinate with the on-site team when issues arise (e.g., job delays, client complaints, material shortages) and relay updates to clients as appropriate.

Requirements:

Proven 2 to 3 years experience as a Virtual Assistant, Administrative Assistant, or Customer Service role (preferably in construction, home-services, property-management or related field)

Excellent verbal and written communication skills in English

Strong phone-and-text etiquette: able to answer promptly, take accurate notes, handle multiple enquiries and triage effectively

Proficient with email management (Gmail, Outlook or similar), texting platforms, and comfortable learning scheduling/CRM tools

Basic familiarity with construction or handyman service terminology (e.g., drywall, tiling, carpentry, turnovers, property management) or willingness to quickly become familiar

Strong organizational skills, ability to multitask, set priorities and meet deadlines in a fast-paced service business

Reliable internet connection, comfortable working remotely in the San Diego (Pacific) timezone during agreed hours

Professional, positive attitude and commitment to providing excellent client experience

Ability to maintain confidentiality of client and business information

Preferred Qualifications

Experience with scheduling tools or CRMs in home-services or field-service business

About 1840 & Company
1840 & Company is a global leader in Business Process Outsourcing (BPO) and remote talent solutions, dedicated to propelling businesses forward through our comprehensive suite of services. We specialize in connecting companies with world-class freelance professionals and delivering top-tier outsourcing services, across over 150 countries worldwide.
Our mission is to empower growth for forward-thinking businesses, seamlessly bridging any skill or resource gaps with our expertly vetted talent pool. We firmly believe in fostering an environment where exceptional individuals can achieve an optimal work-life balance, working remotely from any location, while maximizing their professional growth and earning potential.
We are headquartered in Overland Park, KS, USA with service delivery facilities in the Philippines, India, Ukraine, South Africa and Argentina. We invite you to explore the opportunities we offer and consider joining our exclusive network of global freelance talent. Visit www.1840andco.com to learn more about us. To explore a wealth of career opportunities and find a role that suits your unique skills and aspirations, please visit our dedicated jobs portal at jobs.1840andco.com. #LI-MA1

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