Offer summary

Qualifications:

Proven experience as a Virtual Assistant or in a similar administrative role., Proficiency with CRM systems and website content management, preferably WordPress., Familiarity with invoicing tools like QuickBooks or FreshBooks., Ability to work independently and meet deadlines in a remote environment..

Key responsabilities:

Regularly update and maintain customer and project information in the CRM system.

Upload content and make minor changes to the website as needed.

Draft and send professional emails to customers and contractors, and manage invoice preparation.

Coordinate project details and assist in resolving customer issues or concerns.

Job description

This is a remote position.

Schedule:

Total hours: 35 hours per week or 7 hours per day
Monday - Friday
10:00 AM - 5:00 PM Hudson, MA time (or 10:00 PM - 5:00 AM Manila time)
With 30-minute paid break in between

Client location or time zone: Hudson, MA, USA - EDT

Company/client overview: The client offers professional drone services like drone photography, commercial property photography, residential real estate photography, drone inspection services, and many more.

Position Overview:

We are looking for a highly organized and detail-oriented Administrative Assistant to perform various administrative and operational tasks. The individual will be responsible for updating data in our CRM, managing content on our website, communicating with customers and contractors via email, sending invoices, and managing file transfers via Dropbox. The ideal candidate will be proactive, tech-savvy, and able to handle multiple tasks efficiently in a remote work environment.

Responsibilities:

CRM Management: Regularly update and maintain customer and project information in our CRM system.
Website Management: Upload content, update information, and make minor changes to our website as needed.
Email Communication: Draft and send professional emails to customers and contractors, respond to inquiries, and follow up on pending tasks.
Invoice Management: Prepare and send invoices to customers and contractors using our invoicing system.
File Management: Download and upload files to and from Dropbox, ensuring that all media and documents are properly organized and accessible.
Task Coordination: Track and manage ongoing tasks, ensuring that deadlines are met and all projects are progressing smoothly.
Phone Support: Answer incoming calls from clients and potential customers, addressing inquiries and providing information as needed.
Project Coordination: Communicate with customers and contractors to coordinate project details, ensuring all parties are informed and aligned on schedules and requirements.
Customer Support: Assist in resolving customer issues or concerns related to orders or project details.
General Administrative Support: Assist with additional administrative duties such as scheduling, document preparation, and light research as needed.

Requirements

Proven experience as a Virtual Assistant or in a similar administrative role.
Proficiency with CRM systems and website content management (WordPress or similar platforms preferred).
Familiarity with invoicing tools and software (QuickBooks, FreshBooks, etc.).
Experience using cloud storage platforms like Dropbox for file management.
Ability to work independently and meet deadlines in a remote environment.
Attention to detail and accuracy in handling sensitive data.