Virtual Administrative Assistant

Contractor Support Administrative Assistant

Company:  My Virtual Resources, LLC

Location:  Remote, U.S.-Based Only, 1099

Position Type:  Part-Time

Hours:  15–20 hours per week to start; Shifts vary M-F between 9 am - 7 pm EST

Pay:  $15–$20 per hour, based on experience w/ annual raises

Schedule:  Must have availability during standard business hours, Monday–Friday

Company Description

My Virtual Resources, LLC is a U.S.-based virtual assistant agency specializing in administrative, lead management, project coordination, CRM cleanup, recruiting support, and back-office services for contractors and home service businesses.

We support industries such as roofing, painting, construction, HVAC, plumbing, electrical, and other service-based contractor businesses. Our team helps clients stay organized, follow up with leads, manage daily tasks, clean up systems, and create smoother workflows without hiring a full-time in-house employee.

We are a team built on integrity, professionalism, communication, and follow-through. Our goal is to provide excellent support while helping contractors operate more efficiently and consistently.

Role Description

We are looking for a highly organized, tech-savvy, and dependable  Contractor Support Administrative Assistant  to join our remote team.

This role is ideal for someone who enjoys administrative work, lead follow-up, CRM organization, customer communication, and helping small businesses stay on track. You will support contractor clients with daily back-office tasks based on their service plan, which may include inbound call support, outbound lead follow-up, CRM cleanup, old proposal follow-up, recruiting support, and light project coordination.

You must be comfortable learning new systems quickly and working inside platforms such as Monday.com, Microsoft Teams or Slack, CRMs, Excel, Google Workspace, client portals, phone systems, and other contractor-related software.

This position requires strong attention to detail, professional communication, and the ability to follow documented processes consistently.

Key Responsibilities

Lead Support and Follow-Up

• Make outbound calls to new leads based on approved client workflows
• Follow up with old leads and past inquiries
• Send approved text and email follow-ups
• Help book estimates, consultations, or appointments when applicable
• Update lead status, notes, and next steps in the CRM
• Track call attempts, responses, follow-up dates, and outcomes
• Identify hot, warm, cold, inactive, or bad-fit leads
• Escalate interested or urgent leads to the client’s internal team

Inbound Call and Missed Call Support

• Assist with inbound call or lead support when included in the client’s plan
• Return missed calls within the approved response window when available
• Use client-approved scripts and qualification questions
• Transfer or escalate calls when needed
• Document call details accurately in the CRM
• Maintain a professional and friendly phone presence

CRM Cleanup and Pipeline Organization

• Clean up old lead records based on assigned daily limits
• Update missing contact information, notes, tags, and statuses
• Organize CRM stages and pipeline activity
• Identify duplicate, incomplete, stale, or unclear records
• Update old proposals and follow-up statuses
• Maintain clean and accurate client data
• Help ensure each lead or opportunity has a clear next step

Old Proposal Follow-Up

• Follow up on old proposals based on the client’s approved process
• Send call, text, and email follow-ups when assigned
• Track responses and update proposal statuses
• Identify prospects who may be ready to move forward
• Escalate interested prospects to the client’s sales or management team

Light Project Coordination

• Help collect basic project details when included in the client’s plan
• Organize customer notes, photos, access instructions, colors, HOA information, pets, parking, and other job-ready details
• Update task boards or project trackers
• Follow up on missing information
• Communicate project-related updates using approved templates
• Escalate questions or issues to the proper client contact

Administrative and Client Support

• Maintain task lists, trackers, spreadsheets, and client notes
• Assist with reporting and activity summaries
• Follow SOPs, checklists, and client-specific workflows
• Communicate updates to the internal My Virtual Resources team
• Attend video meetings and client check-ins when needed
• Complete assigned tasks accurately and on time
• Support a positive client experience through professionalism and consistency

Tools and Systems

Candidates must be comfortable using and learning multiple tools, including:

• Monday.com
• Microsoft Teams or Slack
• Microsoft Excel and Google Sheets
• Microsoft Office and Google Workspace
• CRM systems
• Phone and texting platforms
• Client portals
• Scheduling tools
• Shared drives and file-management systems
• Contractor software or project-management platforms

Experience with Excel formulas, CRM workflows, task boards, and online communication tools is strongly preferred.

Required Qualifications

• Minimum 3 years of remote administrative assistance experience
• Previous virtual assistant experience preferred
• Strong phone, email, and written communication skills
• Experience with video conferencing etiquette and remote team communication
• Experience supporting executives, business owners, or client accounts
• Strong organizational and multitasking abilities
• High attention to detail
• Ability to follow SOPs and documented processes
• Comfortable making outbound calls and documenting activity
• Strong problem-solving skills
• Proficiency in Microsoft Office Suite
• Tech-savvy and able to learn new platforms quickly
• Professional work-from-home setup
• Reliable high-speed internet
• Reliable computer
• U.S. resident only

Preferred Experience

• Experience supporting contractors, home service companies, roofing companies, painting companies, construction businesses, HVAC, plumbing, or electrical companies
• Experience with lead follow-up, appointment setting, or call tracking
• Experience with CRM cleanup or pipeline management
• Experience with recruiting, applicant tracking, or interview scheduling
• Experience with Monday.com, GoHighLevel, Jobber, Housecall Pro, ServiceTitan, HubSpot, or similar platforms
• Experience with spreadsheets, reporting, and data organization

Ideal Candidate

The ideal candidate is:

• Comfortable speaking with leads and customers
• Fleixble Schedule
• Professional and dependable
• Detail-oriented and organized
• Comfortable speaking with leads and customers
• Able to follow instructions without constant supervision
• Calm under pressure
• Proactive and solution-focused
• Comfortable working in multiple systems
• Able to communicate clearly with clients and team members
• Coachable and open to feedback
• Committed to quality work and client satisfaction

Work-From-Home Requirements

You must have:

• A quiet, professional workspace
• Reliable high-speed internet
• A reliable computer
• Webcam and headset or quality audio setup
• Ability to attend video meetings
• Ability to work without distractions during scheduled hours

Compensation and Schedule

This is a part-time remote position starting at  15–20 hours per week .

Pay is  $15–$20 per hour , based on experience, skill level, and ability to support contractor clients effectively.

Additional hours may become available as client accounts grow.

How to Apply

Please submit:

• Your resume
• A brief summary of your remote administrative experience
• Any experience you have with contractors, home service businesses, CRMs, lead follow-up, or recruiting support
• Your current availability
• Your preferred hourly rate
• A short explanation of why you would be a strong fit for this role

Qualified candidates may be asked to complete a brief skills assessment and virtual interview.