Part Time Admin and Customer Service Virtual Assistant

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VA Desk

WebsiteLinkedInAll Job Openings

2 - 10 employees

Founded 2025

🤝 B2B

🎯 Recruiter

B2B • Recruitment

VA Desk is a provider of managed, dedicated virtual assistants for modern businesses. They supply AI-enabled virtual assistants who are guided and supported with systems, training, and technical resources to integrate into solo founders' workflows or team-based operations. VA Desk handles recruitment, onboarding, HR support (attendance monitoring, reliability tracking, payroll), and IT support for company-managed equipment, offering scalable, cost-efficient execution support and structured workforce systems for businesses seeking outsourced talent.

📋 Description

• Answer inbound customer phone calls and respond to service inquiries • Monitor and respond to customer emails in a timely and professional manner • Schedule HVAC service appointments and coordinate customer bookings • Assist in coordinating technician schedules and daily dispatch operations • Provide customer updates, confirmations, and follow-ups as needed • Support general office administrative tasks and documentation • Ensure clear communication between office staff and field technicians • Maintain organized records of customer interactions and service requests • Manage appointment scheduling using Housecall Pro • Coordinate technician availability, assignments, and route planning • Assist in balancing workload distribution among field technicians • Support parts ordering coordination and supplier communication • Help improve operational workflow efficiency during peak HVAC seasons • Assist in tracking job progress and ensuring service completion updates • Support operational documentation and internal record-keeping processes • Begin with structured onboarding under guidance from internal team leadership • Learn and follow established service and scheduling workflows • Gradually take on expanded responsibilities as processes are documented • Support the transition from founder-dependent operations to system-driven workflows • Prepare for full-time transition within approximately 2 months • Ultimately assume the majority of office administrative responsibilities

🎯 Requirements

• 1–3+ years experience in customer service, administrative support, dispatch coordination, or virtual assistance • Strong spoken and written English communication skills (clear, calm, professional tone) • Experience handling customer-facing communication (phone and email) • Highly organized with strong attention to scheduling accuracy and detail • Comfortable working in fast-paced, real-time operational environments • Ability to work independently while following structured processes • Reliable internet connection and stable remote work setup • Willingness to work North America–aligned hours or overlapping shifts • Experience with Housecall Pro or similar service management platforms (Jobber, ServiceTitan, etc.) • Familiarity with scheduling, dispatching, or field service coordination tools • Comfortable managing business phone systems and email communication platforms • Proficiency with Google Workspace (Docs, Sheets, Calendar) • Basic understanding of workflow tracking and customer service systems.