Virtual Administrative Coordinator

Job Title: Virtual Administrative Coordinator
Location: Remote (Work from Home)
Schedule: Full-Time, 8AM to 5PM (PST)
Salary: 1200 USD/Month

Job Summary

We are looking for a detail-oriented Virtual Administrative Coordinator to support our franchise operations remotely. This role plays a vital part in providing exceptional customer service, managing appointment scheduling, handling permit processes, submitting utility tickets, assisting in project management, and maintaining accurate administrative records. The ideal candidate is self-motivated, tech-savvy, and capable of working independently in a fast-paced remote environment.

Key Responsibilities

Customer Service & Appointment Setting

• Provide excellent customer support through email, phone, and other channels.
• Add customer and job data into Fence 360 and conduct project task sign off for each step of the fence process
• Schedule and confirm customer appointments for consultations, estimates, and project installations.
• Coordinate availability across multiple teams to ensure timely service delivery.
• Follow up with customers regarding pending actions, appointments, and feedback.
• Answer overflow calls, provide basic customer assistance, or redirect calls as needed.
• Maintain a professional and friendly phone presence.

Permit Filing

• Prepare, submit, and monitor permit applications with various city and county offices.
• Research local permitting requirements as needed.
• Maintain digital records of permits and follow up on pending applications.

Utility Ticket Management

• Schedule with customer and sales/ operations staff 811 markings
• Submit utility locate requests (e.g., 811 tickets) through designated platforms.
• Track ticket progress and notify internal teams of any issues or updates.
• Ensure all tickets are properly documented and closed out.

Estimate Management

• Support sales team to create and prepare job estimates for each project based on provided data.
• Coordinate with the sales team to ensure estimate accuracy and timely delivery.
• Update CRM systems with estimate details and statuses.
• Follow up on open estimates in collaboration with sales representatives.
• Communicate with customers via email or phone as needed.

Phone Support:

• Serve as the line of support for incoming calls during business hours.
• Answer calls, provide basic customer assistance, or redirect calls as needed.
• Maintain a professional and friendly phone presence.

General Administrative & Project Support

• Assist with data entry, document management, and record keeping.
• Enter receipts and expense records into SOS or related systems.
• Maintain organized digital files and streamline administrative workflows.
• Support scheduling, internal communication, and project management coordination.
• Answer vendor and material delivery calls and coordinate with operations team to ensure seamless deliveries of materials and products
• Collaborate with internal teams and vendors via email, phone, and video calls.

Requirements:
• Must have a professional remote work setup and reliable internet.
• Strong Zoom presence and communication required - English (C1/C2).
• As part of the recruitment process, candidates will be asked to submit an introduction video.