Virtual Assistant - Operations Coordinator

Full-Time | 8:00 AM – 5:00 PM | RemoteWe are seeking a highly organized and proactive Virtual Assistant (Operations Coordinator) to support the daily operations of our commercial laundry equipment business. This role requires exceptional attention to detail, strong coordination skills, and the ability to manage systems, schedules, and financial records efficiently.You’ll play a key role in setting up and maintaining our workflows, managing the CRM (Crew Control), creating and following up on estimates and invoices, and ensuring that our technicians and clients stay aligned and on schedule.Key ResponsibilitiesEstablish and document operational processes to streamline workflows for job scheduling, technician coordination, client communication, and reporting.Set up and manage the company’s CRM (Crew Control), ensuring accurate job tracking, scheduling, and performance monitoring.Create, manage, and update work orders, service estimates, invoices, and schedules within the CRM and related tools.Coordinate with technicians and the service team to ensure all assigned jobs are completed on time and meet company standards.Follow up on pending approvals and payments, ensuring that unapproved estimates and unpaid invoices are properly tracked and resolved.Use QuickBooks to record, reconcile, and track financial transactions, including invoices, payments, and expenses, and ensure accounting accuracy.Generate and maintain detailed operational and financial reports, including job performance, outstanding invoices, and key performance metrics.Work with spreadsheets (Google Sheets or Excel) to manage service requests, client data, and inventory.Call and coordinate with business owners and clients to schedule appointments, confirm details, and provide service updates.Identify process improvements and support management in optimizing operations for greater efficiency and client satisfaction.Assist with administrative and financial functions such as reconciling payments, monitoring service costs, and preparing data for reporting or audits.Qualifications & RequirementsMinimum of 2+ years of experience as a Virtual Assistant, Operations Coordinator, or Administrative Assistant in a service-based or field operations business.Proficient in CRM systems (Crew Control experience is a plus).Strong knowledge of QuickBooks for invoices, payments, and financial record management.Advanced proficiency in Google Sheets / Microsoft Excel for data analysis, tracking, and reporting.Excellent English communication skills, both written and verbal.Strong organizational, scheduling, and coordination skills, with a high degree of attention to detail.Reliable internet connection and workstation suitable for full-time remote work.Available to work Monday to Friday, 8:00 AM – 5:00 PM (U.S. business hours).Self-motivated, responsible, and able to manage tasks independently.Preferred QualitiesProactive and resourceful, takes initiative to improve systems and solve problems.Tech-savvy and comfortable learning new tools or platforms.Professional, reliable, and consistent communicator.High level of integrity and confidentiality when handling company and client information.How to ApplyPlease submit the following:Your most recent CV / Resume (PDF format preferred).A short video introduction (1–2 minutes) — tell us a bit about yourself, your experience, and why you’d be a great fit for this role.Your CliftonStrengths (Top 5) results — if you don’t have one yet, you can take the free assessment at https://www.gallup.com/cliftonstrengths.