CPT-11573 Operations & Customer Support Virtual Assistant

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Title: CPT-11573 Operations & Customer Support Virtual Assistant

Independent Contractor – CPT-11573 Operations & Customer Support Virtual Assistant/Business Support VA/Junior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A residential painting company in Tennessee is seeking a proactive Business Support VA to help manage customer communication, warm-lead follow-up, appointment scheduling, CRM administration, and day-to-day office operations.
The VA will become a central point of follow-through for the business, helping ensure that leads, customers, jobs, paperwork, deadlines, and internal tasks continue moving without requiring constant oversight from the owners.
The client is looking for a self-starter who can learn the business, ask questions, identify loose ends, and gradually become more valuable and independent over time. Painting experience is not required; familiarity with home-service businesses is a plus.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Customer & Lead Support

• Respond to incoming calls, texts, emails, and online inquiries as needed.
• Gather basic project information from prospective customers.
• Schedule estimate appointments and coordinate customer follow-ups.
• Follow the company's established conversational call script and maintain a friendly, professional customer experience.
• Build rapport with warm leads and help move qualified customers toward scheduled estimate appointments.
• Follow up consistently with leads and customers, ensuring that outstanding inquiries do not fall through the cracks.
• Escalate technical painting questions to the appropriate team member when needed.
• Provide phone support when required, including customer inquiries and follow-up calls.
• Support sales-related activities as directed, with the primary allocation of sales calls remaining subject to the owners' preferences and evolving needs.

Leads are primarily inbound. The emphasis is on communication, relationship-building, organization, and consistent follow-through rather than an exclusively sales-focused role.

Executive, Office & Operations Support

• Provide administrative and executive support to help the owners manage day-to-day business activities and priorities.
• Maintain accurate lead, customer, job, and project information in DripJobs and other designated systems.
• Coordinate deposits, paperwork, scheduling, work orders, and routine customer communication.
• Track licenses, insurance documents, subcontractor records, and compliance deadlines.
• Coordinate routine administrative items with subcontractors, bookkeepers, and outside professionals.
• Maintain organized records of customer interactions, estimates, job updates, decisions, and outstanding action items.
• Monitor open tasks, deadlines, and operational priorities, proactively flagging items that require owner attention.
• Help organize the owners' workload by maintaining clear task lists, project trackers, and follow-up schedules.

Project Coordination, Workflow Implementation & Accountability

• Help establish and implement a clear process for tracking leads, estimates, jobs, customer requests, and operational tasks from initiation through completion.
• Maintain a centralized system that clearly documents the status of outstanding work, required next steps, responsible parties, and follow-up dates.
• Ensure that relevant information is documented following customer interactions, site visits, estimates, and job updates.
• Proactively identify missing information, unpaid deposits, incomplete tasks, overdue follow-ups, and upcoming deadlines.
• Follow up with the owners, team members, subcontractors, or outside contacts as appropriate to keep work moving.
• Help the owners consistently use established systems and workflows by monitoring outstanding items, prompting necessary updates, and following up on commitments.
• Track action items through completion and escalate unresolved issues or recurring process gaps when necessary.
• Help develop, document, refine, and implement checklists, standard operating procedures (SOPs), and repeatable workflows.
• Identify opportunities to improve organization, reduce missed follow-ups, and minimize reliance on information being remembered or tracked informally.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client's requirements:

• Customer service experience required.
• Administrative, executive assistance, operations, or project coordination experience strongly preferred.
• CRM experience required; experience maintaining accurate records and tracking follow-up activities is important.
• Strong organizational skills and the ability to manage multiple projects, tasks, and deadlines.
• Experience implementing workflows, maintaining task trackers, or documenting standard operating procedures strongly preferred.
• Demonstrated ability to follow up proactively, track action items, and ensure tasks are completed.
• Strong phone communication skills required, including the ability to handle customer inquiries and follow-up calls professionally.
• Appointment-setting and lead follow-up experience preferred.
• Experience with project management tools such as Trello, Asana, or similar platforms preferred.
• Familiarity with workflow automation tools such as Zapier is a plus.
• Home services, contracting, or similar industry experience is a plus but not required.
• Painting industry experience is not required.
• Strong written and spoken English required.
• Comfortable asking questions, identifying gaps, and respectfully following up with business owners to maintain accountability.

IDEAL CANDIDATE PROFILE

• Warm, personable, and professional with customers.
• Organized, proactive, and highly attentive to detail.
• Strong follow-through and capable of tracking tasks through completion.
• Able to bring structure to day-to-day operations and help establish repeatable processes.
• Comfortable maintaining centralized records and ensuring important information is documented.
• Confident in following up with business owners regarding missing information, outstanding tasks, and commitments.
• Experienced in executive assistance, project coordination, operations support, or similar responsibilities.
• Comfortable with phone communication without needing to be exclusively sales-focused.
• A self-starter who identifies potential issues before being asked.
• Able to learn new systems, recommend practical improvements, and help ensure workflows are consistently followed.
• Interested in growing into greater responsibility within the company.

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• DripJobs CRM – Training Can Be Provided.
• Email & Calendar Platforms.
• Microsoft Office / Google Workspace.
• Phone / Text Communication Platforms.
• Basic Project & Workflow Management Tools.
• Trello or similar project management platforms – preferred.
• Zapier or similar workflow automation tools – preferred.

Work Schedule

• Contracted Hours per Week: 15 Hours (hours may increase based on performance)
• Scheduled Working Days: Monday, Wednesday, and Friday
• Daily Working Time: 10 AM- 3 PM CST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL:  Junior, Senior, and Advanced Level
• Contracted Hours per Week: 15 hours/week
• Daily Working Time: 10 AM-3 PM CST
• Scheduled Working Days:  Monday, Wednesday, and Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English 
• ACCENT PREFERENCE:  Level A-B (Native or Near-Native English Accent Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!