Job Title : Virtual Administrative Coordinator
Location : Remote (Work from Home)
Schedule : Full-Time, 8AM to 5PM (PST)
Salary : 1200 USD / Month
Job Summary
We are looking for a detail-oriented Virtual Administrative Coordinator to support our franchise operations remotely. This role plays a vital part in providing exceptional customer service, managing appointment scheduling, handling permit processes, submitting utility tickets, assisting in project management, and maintaining accurate administrative records. The ideal candidate is self-motivated, tech-savvy, and capable of working independently in a fast-paced remote environment.
Key Responsibilities
Customer Service & Appointment Setting
- Provide excellent customer support through email, phone, and other channels.
- Add customer and job data into Fence 360 and conduct project task sign off for each step of the fence process
- Schedule and confirm customer appointments for consultations, estimates, and project installations.
- Coordinate availability across multiple teams to ensure timely service delivery.
- Follow up with customers regarding pending actions, appointments, and feedback.
- Answer overflow calls, provide basic customer assistance, or redirect calls as needed.
- Maintain a professional and friendly phone presence.
Permit Filing
Prepare, submit, and monitor permit applications with various city and county offices.Research local permitting requirements as needed.Maintain digital records of permits and follow up on pending applications.Utility Ticket Management
Schedule with customer and sales / operations staff 811 markingsSubmit utility locate requests (e.g., 811 tickets) through designated platforms.Track ticket progress and notify internal teams of any issues or updates.Ensure all tickets are properly documented and closed out.Estimate Management
Support sales team to create and prepare job estimates for each project based on provided data.Coordinate with the sales team to ensure estimate accuracy and timely delivery.Update CRM systems with estimate details and statuses.Follow up on open estimates in collaboration with sales representatives.Communicate with customers via email or phone as needed.Phone Support :
Serve as the line of support for incoming calls during business hours.Answer calls, provide basic customer assistance, or redirect calls as needed.Maintain a professional and friendly phone presence.General Administrative & Project Support
Assist with data entry, document management, and record keeping.Enter receipts and expense records into SOS or related systems.Maintain organized digital files and streamline administrative workflows.Support scheduling, internal communication, and project management coordination.Answer vendor and material delivery calls and coordinate with operations team to ensure seamless deliveries of materials and productsCollaborate with internal teams and vendors via email, phone, and video calls.Requirements
Must have a professional remote work setup and reliable internet.Strong Zoom presence and communication required - English (C1 / C2).As part of the recruitment process, candidates will be asked to submit an introduction video.