CPT-11425 Construction Operations & Client Support Virtual Assistant

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 position will begin at 20 hours per week, with the intention of progressing toward full-time as workflows are transitioned and the VA becomes integrated into the company.

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.

Contractors will be required to provide services that align with the following client tasks:

• 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

• 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

• 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

• 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

• 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

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.

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

• 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

• 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

• Contracted Hours per Week: 20 Hours (Expected to increase toward 40 hours/week within approximately the first month as responsibilities are transitioned)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Flexible between 7:00 AM – 4:00 PM PST initially; will transition closer to full-time based on performance (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.

• 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

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
• Contracted Hours per Week: 20 hours/week (Expected to increase toward 40 hours/week within approximately the first month as responsibilities are transitioned)
• Daily Working Time: Flexible between 7:00 AM – 4:00 PM PST initially; will transition closer to full-time based on performance (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.