Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.
Client & Short Job Description:
The client is a credit repair company that manages the credit reporting dispute process against the credit bureaus and creditors on behalf of their clients to achieve strong consistent results. The company has been in the business for 6 years. The company has in total 5 locations in California starting with their main location Fresno then Visalia, Redding, Delano, and Madera. The company has clients of all ages and different backgrounds. The majority of the clients are individuals that are seeking to buy a home or purchase a car. Since the company is located in California, they have many Spanish-speaking clients as well. The CEO is really proud of the service that they provide as they focus on being transparent and truly helping people achieve to have better credit scores. Additional to credit repair, the CEO also does business coaching, consulting, and helps with taxes as well. The company is currently seeking an additional receptionist/admin assistant to grow its team.
The VA will be answering calls and scheduling the clients with the correct person. The VA will be helping clients with filling out forms and doing follow-ups with clients that have processes in place and also with potential clients that showed interest. Since they have several locations, the VA needs to assure that she/he is allocating to the right location. The VA will be also sending SMS to follow-up with the clients and their appointments. All notes taken must be entered into the CRM.
The team consists of:
8 people who work physically in the office
4 VAs from Philipines
Software the client currently uses:
– Thrive for Scheduling
– Zoifer VoIP
Job Highlights: Why should you apply?
– Join a company that has 6 years of experience in its field and helps clients have better credit scores.
– Great opportunity to work with a company that has Spanish-speaking clients.
– Ideal job for VAs who are detail-oriented, friendly, and tech-savvy.
DEADLINE TO APPLY: You must apply by Tuesday, December 7th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Thursday, December 9th, 2021.
Tasks required for the job
Primary Tasks
1. Customer Service & Support
– Reply to emails & phone calls
– Pick up the phone, talk to anyone who needs help
– Report and add any support related issues into CRM System
– Use a VOIP phone (Internet phone) provided by the client, which can be accessed through the computer for inbound/outbound calls
– Talk to people who are mainly existing clients, as well as new potential ones
– Answer calls from new people requesting information
– Follow-up calls with leads, vendors, clients, etc.
– Leads management (filter and sort leads of potential new clients)
– The VA will have to encourage the clients to run their credit score prior to scheduling any further meetings.
– Answer calls and ask for clients’ information, find out whom they’d like to speak with, etc.
– Transfer the call to the correct person, if not available then take a message
– The VA may also need to send the client an SMS and email to follow-up, through an internal software
– The VA will be notifying the clients with a 30-day notice about their payment.
2. Calendar Management & Appointment Setting
– Pre-screen new potential clients, and make sure they’re the right fit to be clients
– Help the client/owner of the company to manage his/her email and calendar
– Prioritize emails, respond to emails, set up email filtering, and delete spam email or other
unimportant emails
– Coordinate with multiple people by making calls and handling email
– Set up automatic bookings online, and share booking links with clients as needed
3. Manage CRM & Data Entry
– Help the company organize, clean, update, and maintain the client’s database
– Maintain all of the communications and client data up-to-date
– Add new clients & update existing ones into the CRM system
– Process and handle customer support orders and/or tickets
– Repetitive data entry (entering online payments or uploading invoices received from vendors)
– Download documents from attachments and create new “case files/records/contact” into the CRM database
– Take notes and info from each client case and save it into the web-based system
– Take notes and info from each client case and save it into the web-based system
4. Follow-up with Leads & Potential Clients
– Create follow-up email templates
– Follow-up by email or text messages
– Follow up with prospects/leads that did NOT show up to an appointment, so make sure they reschedule
– Follow up with clients that were referred by other clients.
5. Other General Admin Tasks
– Update spreadsheets
– Email sorting and organization
– Take notes during team/client meetings, organizing minutes
– Generate reports related to given/provided data
– Create PowerPoint/Google Slide presentations
– Other general admin tasks as needed by the company/client
Secondary Tasks (must be included in your proposal)
6. Basic Bookkeeping
– Categorize expenses from bank accounts and/or credit cards
– Other basic bookkeeping tasks – Does not include professional bookkeeping or software expertise
7. Warm Calling Existing Leads
– Call over the phone to existing leads the company already has
– Speak with each lead, take notes and then add them to the CRM
8. Upsell to Existing Clients
– Help with upselling additional services to existing clients
– Follow-up with existing clients to gather feedback and/or reviews
Requirements:
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
This client is also looking for these requirements:
Ideal Requirements
A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively. The VA should have total fluency and not have to think of what to say, words should come out very naturally but no need to have a native accent in addition to advanced writing skills and vocabulary.; Must have a great memory, be able to remember clients, and/or follow scripts.; Comfortable with making calls and know how to properly communicate with clients.; Great phone personality, be able to be stern and to handle objections, and answer any questions.
B) Creativity & Proactiveness
Self-starter, proactive and innovative.; Should be “coachable”, willing to learn new skills, and can follow directions.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Quick learner, willing to learn new things, and able to pick up issues/problems fast.
C) People & Relationship
Easy to speak with and a good listener.; Supportive, and always be willing to help.; Outgoing person able to communicate and interact with a variety of people.; Must be able to separate “Business from emotions” as clients can get very passionate, and it’s important for the VA to remember that in the end, it’s just work.; Someone very patient, who could calm and make other people feel at ease under stressful situations.
D) Work Load & Stress Management
Project management experience, good at setting timelines, deadlines and fulfilling expectations.; Able to manage stressful situations without affecting them on a personal level.; Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.; Great multi-tasker, able to prioritize, and have great time management skills.
E) Technology & Software
Computer savvy, able to teach systems and software to others.; Should have experience with Microsoft Excel and the overall Microsoft Office.; Should have experience using a CRM like Salesforce or other.
Additional Requirements:
– VA must be someone detail-oriented.
Work Details:
– Schedule: Monday to Thursday from 9 am to 6 pm PST (with 1-hour lunch break). Friday from 9 am to 5 pm PST (with 30 min lunch).
– Hours: 40 hours/week
