Virtual Assistant

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November 25

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1840 & Company

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B2B • Recruitment • Healthcare

1840 & Company is a global talent agency that specializes in providing tailored staffing solutions through recruitment process outsourcing, staff augmentation, and direct placements. They focus on enhancing operational efficiency and growth for various sectors, including healthcare, real estate, and finance. With a strong emphasis on access to a diverse and skilled workforce, they aim to reduce hiring costs and optimize client operations through innovative solutions.

1001 - 5000 employees

Founded 2014

🤝 B2B

🎯 Recruiter

📋 Description

• 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