Role Description We are seeking a General Virtual Assistant to provide administrative and operational support to a busy moving company. The ideal candidate has prior experience supporting U.S.-based service businesses, especially within logistics, dispatch, or customer service settings. You’ll help keep day-to-day operations organized — managing schedules, updating CRM data, assisting with customer communications, and coordinating with the operations team. Key Responsibilities - Manage and update booking details, work orders, and job notes in SmartMoving (or similar CRM systems) - Communicate with customers via email, phone, and chat for scheduling, confirmations, customer service concerns and follow-ups - Support dispatch operations — verifying job details, mover assignments, and ensuring schedule accuracy - Track leads, quotes, and client communications - Assist with administrative tasks such as invoice tracking, data entry, and report generation - Coordinate with the internal team to resolve client inquiries and update progress logs - Maintain a professional and friendly tone with customers and team members Qualifications - At least 1–2 years of experience as a Virtual Assistant, preferably for a moving, logistics, or service-based business - Strong English communication skills (written and spoken) - Experience using CRMs such as SmartMoving, HubSpot, Jobber, or similar tools - Highly organized, detail-oriented, and capable of managing multiple tasks at once - Proficient in Google Workspace (Sheets, Docs, Calendar) and general admin tools - Reliable internet connection and professional home setup Requirements - 2+ years in customer service and administrative support for service-based or moving companies Skills - Excellent communication - CRM management (SmartMoving preferred) - Scheduling - Data entry - Customer support - Multitasking Availability - Full-time, U.S. business hours (night shift PH time) Benefits - Join a fast-growing virtual assistant service company dedicated to providing exceptional support to our clients - Value innovation, efficiency, and a commitment to excellence - Be part of a dynamic team that empowers businesses to thrive

• Monitor email inboxes, fax dashboards, provider portals, and secure websites throughout the workday. • Download all incoming records, invoices, and documents promptly. • Ensure correct file naming, logging, and storage based on internal standards. • Maintain uninterrupted monitoring coverage to prevent missed items. • Update and manage structured tracking sheets documenting all channels and timestamps. • Follow a consistent monitoring cadence to ensure full coverage across all accounts. • Validate that all expected sources have been reviewed with no gaps. • Categorize documents into primary types (invoices vs. medical records). • Upload files into the correct sections of internal proprietary systems. • Ensure all uploads meet accuracy, formatting, and completeness expectations. • Communicate with internal teams regarding missing documents or unresponsive providers. • Flag outdated or unusual provider websites requiring specialized handling. • Provide concise, timely updates and escalate issues as necessary.

• Manage the calendar: You aren't just booking appointments; you’re protecting time and prioritizing what actually matters. • Fix what gets missed: You see the gaps before they appear and close them without needing to be asked. • Keep things moving: You ensure every high-level idea reaches the destination. • Stay steady: You maintain the flow and keep the momentum going, even when the pace accelerates. • Take the lead: You own your space. If you see a mess, you fix it; if you see a delay, you clear it.

Position: Executive Assistant/Admin Assistant Hours: Mon-Fri ( US hours - 9am-5pm EST) Calendar & Scheduling: - Managing executives daily calendar - Scheduling meetings and calls with clients and leads - Sending reminders for meetings and follow-ups - Coordinating availability and rescheduling where necessary Lead Management – Monday CRM: - Managing all incoming leads via Monday CRM - Contacting new leads via phone and email - Gathering client information and project requirements - Scheduling consultation calls between leads and the executive - Updating lead status and maintaining accurate CRM records - Following up with leads and rotating communication to maintain engagement - Keeping Executive updated on lead progress and priority clients Client Communication: - Answering incoming calls via Dialpad - Responding to client queries and directing them accordingly - Following up with clients regarding appointments and information Administrative Support: - Organising and maintaining files on Google Drive - Assisting with document organisation and updates - General administrative support for daily operations Marketing & Social Media Support: - Assisting with posting enclosure projects on Instagram - Keeping social media updated with recent work Finance Support: - Assisting with invoicing clients - Capturing invoices on QuickBooks - Supporting basic finance admin tasks Additional Support: - Assisting with proposals - Providing daily reminders and operational support