Treantly

Role Description We are looking for a highly organized and service-driven Virtual Assistant to support the client with student communication, hiring operations, scheduling, and session recap workflows. This role will help protect the client’s focus time by managing inbound messages, coordinating Calendly-based scheduling, keeping Asana updated, following up on missing materials, and making sure students feel supported throughout the process. Key Responsibilities - Inbox and Message Triage - Monitor Circle DMs, student texts, and inbound requests daily. - Review and categorize messages based on urgency, including same-day requests, standard follow-ups, and non-urgent items. - Draft warm, clear, and proactive responses for client’s approval when needed. - Acknowledge student messages quickly, especially when a request will take time to resolve. - Identify when a student needs a 1:1 session and send the correct Calendly booking link. - Calendly Scheduling Coordination - Route students to the correct Calendly link based on the type of session needed. - Confirm time zone clarity when scheduling calls. - Set clear expectations on what students need to submit before their session. - Follow up right away when required materials are missing. - Reschedule sessions when needed to protect client’s time from unprepared calls. - Ensure Calendly reminders and follow-ups are properly managed. - Hiring and Candidate Support - Review candidate submissions before they are sent to the client. - Confirm that resumes, interview recordings, assessments, and other required candidate materials are complete and accessible. - Follow up with students when candidate materials are missing. - Maintain a clean tracker in Asana or the assigned system. - Coordinate second interviews once candidates are approved to move forward. - Candidate Connect and Asana Pipeline Management - Manage the Candidate Connect pipeline in Asana from discovery call through hire. - Move student cards forward as each stage is completed. - Monitor Asana notifications and emails daily. - Flag stalled cards or delays that need client’s attention. - Track signed agreements, intake forms, finalist submissions, second interviews, candidate selections, and hires. - Coordinate second interviews by matching the student’s calendar with client’s availability. - Update the Asana board so it reflects the current status of each student. - 1:1 Session Recap Support - Pull transcripts from Fathom, Zoom, or the assigned recording tool. - Draft structured recaps after 1:1 sessions. - Send recaps for review and approval. - Post approved recaps in Circle on client’s behalf. - Ensure recaps include discussion points, key decisions, next steps, accountability items, and deadlines. - Complete recap drafts within 24 hours of each session whenever possible. - Quality Control and Process Support - Proofread and polish messages, updates, and recaps before sending. - Maintain a professional, warm, and clear communication style. - Create and update reusable templates for missing item follow-ups, scheduling instructions, confirmation messages, and recap formats. - Send a short daily priority summary with the most important updates and action items. Qualifications - Strong written communication skills. - High attention to detail. - Experience managing scheduling, follow-ups, and administrative workflows. - Comfortable using Google Workspace and task management tools. - Able to follow structured processes and keep trackers updated. - Able to protect calendar boundaries and enforce required steps before meetings. - Strong organizational skills and follow-through. Preferred Qualifications - Experience supporting a coaching program, student success team, or client-facing team. - Familiarity with hiring workflows, candidate screening, or interview coordination. - Experience using Asana, Calendly, Circle, WizeHire, Fathom, Zoom, or similar tools. - Mortgage industry familiarity is helpful but not required. Key Traits - Proactive - Organized - Calm under pressure - Clear communicator - Detail-oriented - Reliable with follow-through - Service-driven Tools and Platforms - Calendly - Asana - Circle - Google Workspace - WizeHire - Zoom or Fathom - Typeform or similar intake form tools Benefits - Opportunities for growth and advancement - Competitive compensation package Work Hours - Full-time - EST/ PST business hours, Remote

Role Description We are seeking a highly organized and detail-oriented Customer Service & Administrative Specialist to support our customer account management, document review, and administrative operations. This role combines customer service, first-party collections, contract administration, and general administrative support. The ideal candidate possesses exceptional English communication skills, strong attention to detail, and the ability to manage multiple responsibilities while maintaining professionalism and accuracy. Key Responsibilities - Provide professional customer service via phone, email, and other communication channels - Assist customers with account inquiries, payment arrangements, and contract-related questions - Conduct first-party collections activities on delinquent accounts while maintaining a professional and customer-focused approach - Review customer agreements and supporting documentation for accuracy and completeness - Verify that all required customer information has been submitted and properly documented - Cross-reference contracts and supporting documents to ensure consistency and compliance - Maintain accurate and up-to-date customer records within company databases and CRM systems - Organize, categorize, and manage electronic documents for efficient retrieval - Audit customer files throughout the application and onboarding process - Escalate discrepancies or compliance concerns as required - Perform general administrative and operational support duties as assigned Qualifications - Previous experience in customer service, collections, administration, virtual assistance, or a related role - Excellent verbal and written English communication skills with a high level of fluency and professionalism - Neutral or easily understood English accent preferred - Strong attention to detail and commitment to accuracy - Experience handling customer accounts, payment discussions, or collection activities is considered an asset - Proficiency with Microsoft Office, Google Workspace, CRM platforms, and database management systems - Strong organizational and time-management skills - Ability to manage multiple priorities while meeting deadlines - Professional demeanor and strong problem-solving abilities - Ability to work independently with minimal supervision - High level of discretion and confidentiality when handling customer information Preferred Qualifications - Experience working with North American customers - Experience in financing, lending, collections, contract administration, or compliance-related environments - Experience making and receiving a high volume of customer calls - A current MS laptop / computer is required (No Apple) Benefits - Collaborative and supportive work environment - Opportunity to grow with a company - Stable, long-term remote work opportunity - Health Insurance (Maxicare HMO) after 3 months probationary period

Role Description We are looking for an organized and patient-focused Dental Treatment Coordinator with a strong background in dentistry or dental administration. This person will help patients understand their recommended treatment plans, insurance coverage, payment options, and next steps. The ideal candidate communicates clearly, follows up consistently, and helps patients feel comfortable and confident about moving forward with treatment. - Review treatment plans with patients and explain procedures, timelines, fees, and next steps in simple terms. - Coordinate appointments for consultations, treatments, follow-ups, and referrals. - Verify dental insurance benefits, coverage limits, deductibles, and patient responsibilities. - Prepare treatment estimates and discuss payment plans or financing options with patients. - Follow up with patients who have pending or unscheduled treatment. - Answer patient questions regarding procedures, insurance, billing, and scheduling. - Work closely with dentists, hygienists, dental assistants, and front-office staff to ensure accurate treatment coordination. - Update patient records, treatment notes, insurance details, and communication logs in the dental practice management system. - Submit pre-authorizations, insurance estimates, and supporting documents when required. - Monitor treatment acceptance and help the practice improve case conversion. - Handle sensitive patient and financial information professionally and confidentially. - Provide a warm and supportive patient experience throughout the treatment process. Qualifications - At least 2 years of experience in dental treatment coordination, dental administration, or a similar dental role. - Strong understanding of dental terminology, procedures, treatment plans, and tooth numbering. - Experience verifying dental insurance benefits and explaining patient financial responsibility. - Familiarity with dental practice management software such as Dentrix, Eaglesoft, Open Dental, Curve Dental, or similar systems. - Excellent spoken and written English. - Strong customer service, organization, and follow-up skills. - Comfortable discussing treatment costs and payment options with patients. - Able to manage multiple patients, appointments, and treatment plans accurately. - Experience supporting a North American dental practice is preferred. - A degree, diploma, or clinical background in dentistry, dental assisting, or dental hygiene is an advantage. Requirements - Experience with dental insurance pre-authorizations and claims. - Knowledge of cosmetic, restorative, orthodontic, or surgical dental procedures. - Experience using patient communication, scheduling, and financing platforms. - Ability to manage treatment follow-up reports and track unscheduled cases. - Confident, empathetic, and comfortable speaking with patients by phone, email, or video call. Benefits - Success means patients clearly understand their treatment options, appointments are properly coordinated, insurance and payment information is accurate, and pending treatment cases receive timely follow-up. - Collaborative and supportive work environment. - Opportunity to grow with a company. - Stable, long-term remote work opportunity. - Health Insurance (Maxicare HMO) after 3 months probationary period.

Role Description We are looking for a highly organized and dependable Executive Assistant to support the day-to-day operations of multiple business ventures, including construction, creative, and operational projects. This role focuses on calendar management, invoicing, task follow-through, communication, and maintaining simple tracking systems. The ideal candidate takes ownership of responsibilities, follows up consistently, and ensures that priorities, deadlines, and outstanding tasks are clearly tracked and completed. This is primarily a back-end operations role and does not involve client-facing meetings or relationship management. Key Responsibilities - Calendar and Priority Management - Manage calendars, meetings, appointments, and scheduling conflicts. - Organize daily and weekly priorities based on urgency and business impact. - Prepare simple summaries of upcoming tasks, meetings, and priorities. - Ensure important deadlines, appointments, and follow-ups are not missed. - Invoicing and QuickBooks Support - Create, send, and track invoices using QuickBooks. - Monitor outstanding invoices and follow up on overdue payments. - Maintain accurate and organized billing records. - Flag invoice discrepancies, missing information, or payment delays. - Task Management and Follow-Through - Convert voice notes, messages, and instructions into organized task lists. - Assign deadlines and track action items through completion. - Follow up with internal and external contacts regarding outstanding requirements. - Maintain a consistent 24–48-hour follow-up cycle. - Escalate tasks that are delayed, blocked, or require executive attention. - Systems and Project Tracking - Maintain simple tracking systems using Notion, Google Sheets, or Microsoft Excel. - Keep project information, deadlines, and action items organized and updated. - Provide visibility across multiple projects and business workflows. - Organize information between email, calendars, QuickBooks, and task-tracking tools. - Improve basic administrative systems when needed. - Back-End Communication - Manage operational emails and SMS follow-ups. - Respond to routine administrative inquiries using approved information. - Route incoming requests to the appropriate person or system. - Log important requests, updates, and action items. - Maintain clear and professional written communication. - Reporting and Operational Visibility - Provide simple status reports showing completed, pending, and blocked tasks. - Track project progress, deadlines, and operational bottlenecks. - Maintain light tracking of project costs against expected expenses. - Highlight overdue items, risks, and priorities requiring attention. Qualifications - Previous experience as an Executive Assistant, Operations Assistant, Administrative Assistant, Project Coordinator, or similar role. - Experience managing calendars, schedules, priorities, and follow-ups. - Familiarity with invoicing, billing, or basic QuickBooks functions. - Strong organizational and task-management skills. - Comfortable working across multiple businesses, projects, and priorities. - Strong written English communication skills. - Proficiency in Google Calendar, email, Google Sheets, or Microsoft Excel. - Ability to work independently and complete tasks without repeated reminders. - Availability during Canadian/North American business hours. Preferred Qualifications - Experience using QuickBooks Online. - Experience using Notion or a similar project-management platform. - Familiarity with Google Voice or SMS-based business communication. - Experience supporting construction, creative, or service-based businesses. - Basic experience tracking project expenses, invoices, or operational costs. Ideal Candidate - Highly organized, proactive, and dependable. - Consistent with follow-ups and task completion. - Comfortable receiving instructions through voice notes and messages. - Able to identify urgent tasks and prioritize effectively. - Detail-oriented when handling schedules, invoices, and business records. - Confident working independently in a fast-moving environment. - Able to maintain visibility across multiple projects without becoming overwhelmed. Success in This Role - No missed invoices, deadlines, appointments, or follow-ups. - Clear visibility across active projects and outstanding tasks. - Accurate and organized billing and operational records. - Consistent completion of tasks without repeated reminders. - Reduced scheduling and administrative workload for the executive. - Timely reporting of completed, pending, and blocked items.

Role Description We are looking for a friendly and organized Insurance Client Relations Manager to help maintain strong relationships with existing clients. The main focus of this role is to contact current clients, schedule insurance review meetings, send reminders, and keep client information organized. This is not a high-pressure sales role. You will be speaking with people who already know or have worked with the business. - Contact existing clients by phone, email, or message - Schedule insurance review appointments - Send appointment confirmations and reminders - Follow up with clients who have not responded - Update client information and notes - Track birthdays, policy review dates, and important client milestones - Send simple follow-up emails after meetings - Ask satisfied clients for referrals, testimonials, or Google reviews - Help prepare newsletters, greetings, and client reminders - Assist with basic administrative tasks as needed Qualifications - Experience in customer service, appointment setting, sales support, or administration - Comfortable speaking with clients over the phone - Clear and professional English communication skills - Friendly, patient, and confident when speaking with clients - Organized and able to keep track of follow-ups - Comfortable using email, calendars, spreadsheets, and online systems - Able to handle client information with care and confidentiality - Willing to learn basic insurance processes and terminology Requirements - Nice to Have: - Experience in insurance, banking, mortgages, real estate, or financial services - Experience working with Filipino clients in Canada - Experience using a CRM or client database - Experience requesting referrals or scheduling review meetings Benefits - Remote - Part-Time (20–25 hours per week) - Long-term opportunity with room for growth

Role Description We're looking for an Intake Coordinator to support our growing professional services business. This role focuses on client intake, follow-ups, onboarding, and administrative support to ensure a smooth client experience from initial inquiry to engagement. This is not a legal drafting or paralegal role. Instead, the focus is on client communication, intake management, follow-ups, administrative coordination, and process execution. The ideal candidate is detail-oriented, process-driven, and possesses exceptional written English communication skills. Qualifications - Excellent written and verbal English communication skills - Strong attention to detail and organization - Comfortable communicating with clients via email and phone - Able to work independently and follow processes - Reliable, proactive, and professional - Experience in a law firm, accounting firm, financial services, or other professional services environment Requirements - Manage client intake and onboarding processes - Follow up on leads, engagement letters, invoices, and required documents - Assist with ID verification and file opening - Coordinate appointments and client communications - Maintain accurate records and track tasks to ensure nothing falls through the cracks - Support administrative and process-related tasks as needed Benefits - Remote work arrangement - Part-Time (25–30 hours per week) - Long-term opportunity with room for growth

Role Description We are seeking a proactive and detail-oriented E-Commerce Fulfillment & Customer Service Specialist to join the team. The role is responsible for managing day-to-day fulfillment operations and ensuring excellent customer support. The ideal candidate is independent, organized, and capable of handling multiple responsibilities while supporting the team in achieving operational goals. Key Responsibilities - Manage order fulfillment operations including coordination with warehouses, shipping carriers (UPS, FedEx), and tracking deliveries. - Handle e-commerce customer service inquiries, including order issues, returns, and claims with shipping carriers. - Support wholesale and B2B client shipments, ensuring timely and accurate deliveries. - Collaborate with the operations team to optimize processes and improve efficiency. - Identify potential issues proactively and resolve them independently to maintain smooth workflow. - Maintain high standards of data accuracy in order management systems. - Assist in implementing new tools or platforms to enhance e-commerce operations and customer experience. Qualifications - Proven experience in e-commerce fulfillment and customer service roles. - Strong organizational and multitasking skills; able to wear multiple hats in a dynamic environment. - Comfortable taking initiative and working independently with minimal supervision. - Familiarity with Shopify, warehouse management systems, and shipping logistics is a plus. - A team player who can contribute to process improvements and operational efficiency. Requirements - Full-time, EST hours, Remote. Benefits - Competitive compensation package, including Maxicare HMO after three months probationary period.

Role Description We are seeking a skilled and proactive IT Systems Engineer to join our growing global IT team. This individual will play a critical role in supporting, maintaining, and improving our IT infrastructure, with a strong focus on Microsoft 365, Azure AD, Intune, and end-user systems management. In addition to providing escalated support, this role will take ownership of IT projects, system testing, and implementations that enhance the company’s operational efficiency and security posture. - Serve as an escalation point for complex IT support issues and ensure timely resolution through email, phone, or Slack. - Manage and maintain Microsoft 365, Azure AD, Exchange Online, Intune, and related cloud services. - Lead or participate in IT projects including new software implementations, system upgrades, and infrastructure improvements. - Design and execute device management policies and endpoint configurations via Intune and other tools. - Collaborate with cross-functional teams to test, document, and deploy system updates and patches with minimal business disruption. - Administer and enhance identity management, endpoint security, and other IT systems according to best practices. - Support employee onboarding and offboarding, ensuring consistent configuration and access management. - Monitor system health and proactively identify opportunities to improve performance, automation, and reliability. - Maintain and enhance documentation, IT procedures, and knowledge base articles. - Occasionally provide after-hours support for critical incidents or maintenance windows. Qualifications - 3–5 years of experience in IT support, systems administration, or a related technical field. - Proven expertise in Microsoft 365 administration, Azure AD, Intune, and Exchange Online. - Proficiency with PowerShell and automation scripting for system management and task automation. - Strong working knowledge of Windows 10/11, MacOS, and related device management. - Familiarity with networking fundamentals (LAN, WAN, VPN) and patch management processes. - Hands-on experience with IT ticketing systems, change management, and incident resolution. - Demonstrated experience executing or supporting IT infrastructure projects (e.g., migrations, integrations, security enhancements). - Excellent problem-solving, documentation, and analytical skills. - Strong communication and collaboration skills with a proactive, solution-oriented mindset. - Experience with endpoint security, conditional access policies, or Zero Trust frameworks. - Exposure to automation platforms or configuration management tools. - Microsoft certifications such as MD-102, AZ-104, or equivalent are a plus. Requirements - Must be able to understand job duties and responsibilities, have the necessary skills/knowledge and be willing and able to continue learning and growing within the field. Benefits - Collaborative and supportive work environment. - Opportunity to grow with a company. - Stable, long-term remote work opportunity. - Health Insurance (Maxicare HMO) after 3 months probationary period.

Role Description Treantly is looking for a Marketing Execution Manager who can manage and execute marketing initiatives across multiple channels. This role is highly execution-focused and is ideal for someone who enjoys building systems, managing timelines, coordinating moving parts, and ensuring marketing campaigns are delivered consistently. You will work closely with leadership, who will guide the overall strategy, brand direction, and messaging. Your role is to help bring that vision to life through strong execution, organization, and follow-through. Job Responsibilities - Campaign & Marketing Operations - Manage weekly marketing execution across multiple channels. - Maintain campaign calendars, project timelines, and execution trackers. - Coordinate deliverables with contractors, vendors, designers, editors, and other team members. - Build, document, and improve SOPs, workflows, and marketing processes. - Track campaign progress, deadlines, and performance metrics. - Email Marketing & CRM - Execute email campaigns, newsletters, and nurture sequences. - Build and manage email automations, segmentation, and scheduling. - Monitor deliverability, engagement, and campaign performance. - Maintain CRM organization and support follow-up workflows. - Webinar & Funnel Execution - Coordinate webinar logistics, promotion, and post-event follow-up. - Build or coordinate landing pages, registration pages, and follow-up workflows. - Support webinar-to-consultation or lead conversion systems. - Repurpose webinar content into evergreen marketing assets. - Content Coordination - Coordinate publishing across LinkedIn, email, blog, video, and other marketing channels. - Organize founder-led or leadership-led content production and scheduling. - Work with editors, designers, writers, and contractors to keep content moving. - Maintain a consistent and organized content calendar. - Referral & Partner Marketing - Support referral partner communication and outreach. - Coordinate joint marketing initiatives, follow-ups, and campaign tasks. - Maintain CRM tracking and relationship organization. - Help ensure referral and partner marketing activities are followed through consistently. - Website & Conversion Support - Coordinate website updates, landing pages, and funnel improvements. - Work with developers, designers, and contractors as needed. - Support improvements that increase lead generation, consultation bookings, and conversion rates. Qualifications - 3–6+ years of hands-on marketing execution experience. - Experience managing campaigns across multiple marketing channels. - Strong project management, organization, and coordination skills. - Excellent written English communication skills. - Comfortable working independently in a remote setup. - High accountability, strong follow-through, and attention to detail. - Ability to manage timelines, contractors, and multiple moving parts without constant supervision. Preferred Experience - Experience with HubSpot, ActiveCampaign, Mailchimp, or similar marketing tools. - Familiarity with WordPress and landing page updates. - Experience with webinar marketing, email funnels, and CRM automations. - Experience supporting founder-led or leadership-led brands. - Background in professional services marketing is an advantage. Not a Fit If - You are looking for a purely strategic or leadership-only role. - You dislike execution-heavy work. - You need constant supervision to move projects forward. - You are mainly a content creator or social media specialist without broader campaign execution experience. What Success Looks Like - Campaigns are executed consistently, professionally, and on schedule. - Projects move forward without unnecessary bottlenecks. - Communication is proactive, organized, and reliable. - Marketing systems, workflows, and SOPs improve over time. - Marketing efforts contribute to stronger brand visibility, lead generation, and consultation bookings. Benefits - Collaborative and supportive work environment. - Opportunity to grow with a company. - Stable, long-term remote work opportunity. - Health Insurance (Maxicare HMO) after 3 months probationary period.

Role Description The Appointment Setter will be responsible for responding to inbound calls, gathering important client information, qualifying project inquiries, and booking appointments for the internal team. This role is ideal for someone who is confident on the phone, organized, and comfortable speaking with potential customers in a warm and professional way. - Answer inbound calls from potential and existing customers in a professional and friendly manner - Gather key information about the customer’s project, timeline, budget, and needs - Qualify leads based on the company’s service offerings and project fit - Schedule appointments, consultations, or follow-up calls for the internal team - Manage and update opportunities in the company’s tracking system or CRM - Follow up with leads as needed to confirm details, appointments, or next steps - Provide basic information about services and guide customers through the initial inquiry process - Identify light upselling opportunities when a customer may benefit from additional services - Keep accurate notes on customer conversations, project details, and follow-up requirements - Coordinate with the internal team to ensure qualified leads are properly handed off Qualifications - Previous experience as an Appointment Setter, Customer Service Representative, Sales Support Specialist, or similar role - Strong verbal communication skills and confidence handling inbound calls - Experience qualifying leads and asking discovery questions - Comfortable scheduling appointments and managing follow-ups - Organized and detail-oriented when tracking customer information and opportunities - Able to communicate warmly, professionally, and clearly with homeowners or potential clients - Comfortable with light upselling and identifying customer needs - Experience with CRM tools, scheduling tools, spreadsheets, or similar systems is preferred - Ability to work independently and follow established processes - Prior experience in home improvement, construction, renovation, real estate, or service-based businesses is a plus, but not required Benefits - Opportunities for growth and advancement - Competitive compensation package, including Maxicare HMO