About the client

Our client is a high-performing franchise operator within a national mobility equipment service network in the United States. They currently run two thriving locations and are on track to scale to five. As a top performer in their network, they are also pioneering process improvements and digital solutions that are adopted by other franchisees. As part of this rapid growth and operational streamlining, they are seeking a capable and tech-savvy Virtual Administrative Assistant to support day-to-day operations, communications, and customer service coordination.

Role Overview

We are looking for a full-time Virtual Administrative Assistant to support our client's daily business operations across two physical locations. This individual will play a pivotal role in managing incoming communications, data processing, CRM updates, scheduling service appointments, and gradually owning more administrative responsibilities. The role will begin with core email and CRM tasks and can scale in scope based on performance and initiative.

Key Responsibilities

Email Management

Sort and process a high volume of daily emails (approx. 200 per day)
Delete, forward, or flag relevant communications
Draft and send responses from general company inbox under supervision
Eventually manage owner and co-owner's inboxes

CRM and Data Entry

Log customer interactions, vendor communications, and work order details into Method CRM
Create and send invoices directly from the CRM (no accounting experience required)
Maintain accuracy and timeliness in data input

Work Order Coordination

Convert email requests into work orders
Coordinate with national accounts and confirm order details and customer contact
Update internal calendars and task schedules using iCloud

Scheduling and Appointment Setting

Manage appointments for service visits and equipment deliveries
Liaise with customers regarding scheduling logistics
Use internal tools to notify relevant teams

Customer Interaction (Non-sales)

Answer emails and potentially calls to schedule service appointments
Eventually handle web form inquiries and basic phone calls as experience grows

Report Generation

Assist with basic reporting from CRM and spreadsheets
Support the technician manager and operations team with data summaries as required

Tools & Systems

CRM: Method (training provided)
Email: General and personal inboxes (Gmail/Outlook-style)
Phone System: Zoom
Calendar: iCloud
Other: Internal spreadsheet tracking tools

Requirements

Proven experience in virtual assistance or remote administrative roles
Comfortable handling a large volume of emails and managing inboxes
Excellent written English and strong communication skills
High attention to detail and organizational efficiency
Self-starter with a willingness to learn new systems and tools
Able to follow detailed instructions and training videos
Familiarity with CRM software (prior Method CRM experience is a plus, but not required)

Nice to Have

Experience in the medical equipment or service delivery industry
Prior work supporting U.S.-based clients

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