Virtual Assistant | Customer & Operations Support Specialist| $6 USD per hr

Job Overview: We are seeking a detail-oriented and proactive Virtual Assistant (VA) to manage the daily operations of our booking and cleaning software systems. The ideal candidate will handle client communications, schedule appointments, oversee billing, and ensure seamless coordination between our clients and cleaning teams. This role requires excellent organizational skills, strong communication abilities, and proficiency in administrative software.

Responsibilities:

1. Booking Koala (BK) Administration:

Lead Management: Monitor incoming client leads via email, confirm bookings in Booking Koala, create and maintain customer profiles, and schedule consultations and cleaning appointments.

Client Communication: Serves as the main point of contact between clients and the on-site team, ensuring clear communication regarding bookings, service requests, and follow-ups.

Appointment Rescheduling & Cancellations: Manage client requests for scheduling changes and update Booking Koala accordingly while coordinating with management.

Post-Cleaning Administration: Review time logs and laundry costs after each cleaning appointment and update records.

Client Billing: Ensured accurate and timely invoicing for client services.

Customer Feedback Management: Request, collect, and log customer feedback; escalate negative feedback to management for resolution.

2. Breezeway (BW) Administration:

Scheduling & Task Assignment: Review the upcoming schedule in Booking Koala and assign tasks in Breezeway to the appropriate cleaning teams.

Task Prioritization: Identify urgent tasks (e.g., back-to-back bookings) and ensure completion by communicating deadlines to the teams.

Team Communication: Keep cleaning teams updated on schedule changes and priorities.

Monitoring & Issue Management: Track task completion, handle urgent repair requests, and escalate critical issues to management.

Quality Assurance Checks: Review completed cleaning checklists to ensure compliance with company standards.

Inventory Management: Track consumable stock (e.g., cleaning supplies, guest amenities) and notify management when restocking is needed.

Client Reports & Updates: Generate reports on cleaning and maintenance activities for clients, ensuring transparency and accountability.

System Maintenance: Regularly clean up and update Breezeway data to maintain system accuracy.

3. Communication:

Must be highly proficient in English (verbal and written).

Utilize the virtual phone system to communicate with clients and the cleaning team.

Manage email correspondence and ticketing software to handle inquiries, requests, and issues efficiently.

Maintain effective communication across multiple platforms while preventing information overload for the team.

Requirements:

Proven experience in a Virtual Assistant or administrative role.

Proficiency in Booking Koala, Breezeway, or similar scheduling/management software is a plus.

Strong organizational skills with the ability to multitask.

Excellent written and verbal English communication skills.

Reliable internet connection and a quiet workspace.

How to Apply:
Interested candidates should submit their resume along with a short audio or video recording explaining their relevant experience and skills.

We look forward to hearing from you!