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
Top Skills
What We Do
Welcome to 1840 & Company. We are changing the way companies hire, manage, and grow their workforce. Our mission is leading the future of work towards a more flexible, inclusive, and efficient global job market, enabling businesses worldwide to overcome staffing and skills challenges with ease and efficiency. As a global leader in business process outsourcing (BPO) and staff augmentation, we offer comprehensive solutions that span from Recruitment Process Outsourcing (RPO) to global compliance and payroll services. Our approach reduces traditional hiring costs by up to 70%, offering a scalable, cost-effective solution for businesses at any growth stage. At the core of our strategy is an advanced AI-driven talent matching system, part of our 1840 Global Talent Cloud, which ensures quick and precise placement of vetted professionals in over 150 countries. This unique capability allows us to provide quality staffing solutions rapidly, addressing the dynamic needs of today's businesses. 1840 & Company is more than just a BPO provider; we are a strategic partner committed to adding value and enhancing productivity. By managing the complexities of international staffing and operations, we enable our clients to focus on their core missions with the confidence that their outsourcing needs are in expert hands. Visit our website at www.1840andco.com to learn more and request a free consultation on scaling your company's growth with global remote talent.
