Virtual Front Office Assistant

10 hours ago

Kenya Scalesource Full time $14,400 - $72,000 per year

Virtual Front Office Assistant

Location: Remote (must live outside the U.S.)
Salary: $1,200 USD/month
Hours: 40 hours per week

Summary

We are seeking a full-time Virtual Front Office Assistant to serve as the remote face of our office. This role requires a highly organized, tech-savvy professional who thrives in a fast-paced, detail-driven environment. Preference will be given to candidates who can demonstrate prior experience using AI tools in their previous work.

You will act as the central point of contact between customers, the sales team, municipalities, and operations—ensuring smooth coordination of administrative and operational functions such as permitting, scheduling, and communication.

Detailed Responsibilities

Customer Service & Phone Support

  • Answer and direct incoming calls and emails using communication software.
  • Provide product and service information to potential and current customers.
  • Schedule appointments and consultations for the sales team with attention to logistics and availability.
  • Maintain a friendly, professional tone in all interactions.

Permit & Utilities Management

  • Research, prepare, and submit permit applications based on municipal guidelines.
  • Communicate with city and county offices regarding permitting requirements.
  • Schedule utility locates in advance of project installation dates to prevent delays.

Administrative & Sales Operations

  • Generate and maintain reports for sales tracking, appointment statuses, and open project timelines.
  • Maintain accounts receivable, process customer payments, and record them accurately in internal systems.
  • Support the owner and sales staff with administrative follow-ups and task tracking.
  • Maintain accurate digital records of customers, jobs, permits, and communications.

Office & Workflow Management

  • Use software platforms to update project information, track milestones, and manage tasks.
  • Assist with marketing follow-ups, spreadsheet maintenance, and customer outreach.
  • Help ensure office efficiency by identifying and solving administrative bottlenecks.

Review & Feedback Collection

  • Compile lists of completed jobs and contact clients to request feedback and online reviews.
  • Guide clients through the review submission process and follow up if needed.
Qualifications / Requirements
  • Minimum of 2 years of experience in administrative, office support, or customer service roles.
  • Experience with permitting or working with municipalities strongly preferred.
  • Excellent organizational, communication, and multitasking skills.
  • High comfort level with remote collaboration tools (e.g., Google Workspace, Microsoft Office, CRMs).
  • Ability to work independently and meet deadlines consistently.
  • Reliable internet connection and quiet, professional remote setup.
  • Strong Zoom presence and professionalism in video meetings.
  • Comfortable using or learning tools such as RingCentral, AI, and other project management systems.
Schedule
  • Full-time, 40 hours per week.

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