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 one of the largest Cleaning Service Franchise providing services in Maryland, since 2009. The services of this franchise include residential and office cleaning. The company uses standard cleaning practices of dusting, vacuuming, and scouring, and their team will also sanitize light switches, doorknobs, telephones, bathroom surfaces, and other commonly touched areas. The majority of the clients are recurring services to the existing clients. The company as well services a lot of move-in and move-out cleaning. The company doesn’t take many offices cleaning jobs as the owner doesn’t want the cleaners to be working at night time. The company consists of 20+ cleaners that service their clients and all cleaners are Spanish speakers. Also, there is 1 office manager who oversees the whole operation end of things. As well as a part-time assistant that helps with some of the customer service and sales-related tasks. The new coming VA will be working with the office manager and as well as with the owner to manage the clients and cleaners.
The team is made up of 1 Full-time office Manager & 1 Part-time Assistant.
Software the client uses:
Cleo as their main CRM
Job Highlights: Why should you apply?
– Opportunity to work is a company where most employees are Spanish speakers.
– Ideal job for VAs with great organizational skills.
DEADLINE TO APPLY: You must apply by Sunday, November 21st at 11:30 pm PT. Our team will set up interviews for the selected candidates for Tuesday, November 23rd, 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)
2. Follow-up with Leads & Potential Clients
– Follow-up with potential customers to answer questions.
– Follow-up by email or text messages
– Follow up with leads/clients an infinite number of times until they reply
– Follow up with prospects/leads that did NOT show up to an appointment, so make sure they reschedule
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)
– The VA will be in charge of entering data related to entering and exiting the house and payment-related data about the customers.
– The VA will be in charge of entering data related to entering and exiting the house and payment-related data about the customers.
– The VA will help the CEO with a lot of the updates and clean up of their data system.
4. 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
5. Calendar Management & Appointment Setting
– 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
– Pre-screen new potential clients, and make sure they’re the right fit to be clients
– Coordinate with multiple people by making calls and handling email
– The recurring clients come into their system and the VA needs to figure out how many cleaners can be available for the recurring clients.
– The VA will be in charge of coordinating the scheduling of the maids that are going to be servicing both existing and new clients
– The VA will make sure to meet the client’s demands at all times when it comes to scheduling the cleaning.
Secondary Tasks – Once the job becomes Full-time (Must be included in your proposal)
6. Basic Bookkeeping
– Create quotes/invoices to send to the company’s leads & clients
– Send invoices/bills via email to each client
– Follow-up & receive payments
– Create & send receipts to clients who have completed payments
– Categorize expenses from bank accounts and/or credit cards
– Other basic bookkeeping tasks – Does not include professional bookkeeping or software expertise
7. Other General Admin Tasks
– Update spreadsheets
– Email sorting and organization
– Take notes during team/client meetings, organize minutes
– Generate reports related to given/provided data
– Other general admin tasks as needed by the company/client
Requirements:
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
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.; Comfortable with making calls and know how to properly communicate with clients.; Great customer service skills. Must be super friendly and personable on the phone.; Have great “emotional intelligence”, who can understand each customer’s situation.
B) Creativity & Proactiveness
Should be “coachable”, willing to learn new skills, and can follow directions.; Someone who can work independently, resourceful to find things on their own.; Quick learner, willing to learn new things, and able to pick up issues/problems fast.; Take ownership, have a great attitude to get things done.; Must know how to propose solutions to problems and be super helpful.
C) People & Relationship
Supportive, and always be willing to help.; Great customer skills. Really good with people and friendly.; Outgoing person able to communicate and interact with a variety of people.; Must be able to have the great judgment of situations, to decide how/when to act accordingly.; Someone very patient, who could calm and make other people feel at ease under stressful situations.
D) Work Load & Stress Management
Must be extremely organized and detail-oriented.; Great note-taking and notation skills (in writing by hand and/or on the computer).; Should be smart and a great problem-solver.; Should be very hard-working, comfortable with having a lot to do all the time.; Great multi-tasker, able to prioritize, and have great time management skills.
E) Technology & Software
Should have experience with Microsoft Excel and the overall Microsoft Office.; Knowledge of using WordPress, including basic copywriting.; Have a graphic design background. Able to create graphics, or use Canva/templates.
Additional Requirements:
Someone with great organizational skills.
Work Details:
– Schedule: Monday, Wednesday and Thursday, Friday: 9:00 am to 3:00 pm EST
– Hours: 24 hrs/week and will become full-time within 5 weeks
