Virtual Assistant – Quoting, Scheduling, Cold Calling & Client/Staff Communication (Cleaning Business)

We are a growing London-based commercial cleaning company looking for a highly organised Virtual Assistant to manage quoting, scheduling, invoicing, cold calling, and communication with both clients and staff.

Your role will ensure smooth daily operations, handle customer enquiries, schedule cleaning jobs, and coordinate with cleaners. You will also be required to make cold calls to potential clients to generate new business.

If you have experience in cold calling, client communication, scheduling, and staff coordination, particularly in the cleaning industry, we’d love to hear from you!

???? Key Responsibilities
? Cold Calling & Sales Outreach

Make outbound calls to potential clients to introduce our services and generate leads.
Follow up with prospects via email and phone to close deals.
Maintain a log of calls, outcomes, and follow-ups.
? Quoting & Booking Jobs

Respond to client enquiries and provide service quotes.
Follow up with clients to confirm bookings and answer any questions.
? Scheduling & Calendar Management

Book cleaning jobs and assign cleaners based on availability.
Manage reschedules, cancellations, and last-minute changes.
Ensure no double bookings or scheduling conflicts.
? Client Communication & Support

Handle emails, WhatsApp messages, and phone calls professionally.
Provide job confirmations, updates, and reminders to clients.
Follow up on completed jobs to request feedback and reviews.
? Staff Communication & Coordination

Notify and confirm availability with cleaners.
Find and arrange temporary staff if needed.
Provide job details, client expectations, and access instructions.
? Invoicing & Payment Tracking

Create and send invoices using QuickBooks/Xero/Wave.
Follow up on overdue payments.
Keep accurate records of payments and transactions.
? General Admin & CRM Management

Maintain an updated database of clients, cleaners, and job history.
Keep records of quotes, bookings, and payments organised.
Assist in streamlining processes for better efficiency.

????? Skills & Experience Required
? Fluent in English (strong written & spoken communication skills).
? Cold Calling Experience – Confident on the phone and able to generate leads.
? Highly Organised & Detail-Oriented – Able to manage multiple tasks efficiently.
? Experience in Scheduling, Admin, or Customer Service (preferably in a cleaning or service-based business).
? Proactive & Problem-Solver – Can handle scheduling conflicts and urgent staff replacements quickly.
? Tech-Savvy – Comfortable using online tools for scheduling, invoicing, and communication.
? Previous experience handling UK clients is a PLUS!
? Previous experience with cleaning industry clients is a BIG PLUS!