Customer Service and Virtual Assistant

Role Summary:
- Are you a great communicator, highly organized, and someone who enjoys helping customers while keeping a business running smoothly?.
- NinjaVA is looking for a reliable and proactive Remote Customer Service & Virtual Assistant to support growing US-based businesses with customer communication, scheduling, administrative tasks, CRM management, and day-to-day operations.
- This role is ideal for someone who enjoys helping customers, solving problems, staying organized, and taking ownership of responsibilities.
- We are looking for someone who wants to grow beyond basic phone support and become a valuable part of a business owner's team.

Responsibilities:
- Handling inbound and outbound customer calls, emails, and messages.
- Responding to customer inquiries and providing excellent customer service.
- Managing appointments, schedules, and calendar updates.
- Following up with customers regarding estimates, quotes, appointments, and services.
- Maintaining accurate CRM records, customer notes, and job details.
- Supporting dispatching and coordinating with technicians or field teams when needed.
- Assisting with invoices, data entry, reporting, and general administrative tasks.
- Organizing documents, emails, and daily workflows.
- Communicating with business owners and internal teams to keep operations running smoothly.
- Identifying opportunities to improve customer experiences and administrative processes.
- Using AI and productivity tools to improve efficiency and organization.

Requirements:
- Experience in customer service, virtual assistance, administrative support, or similar roles.
- Excellent written and spoken English communication.
- Confidence handling customer calls and resolving concerns professionally.
- Strong organizational and time management skills.
- Ability to multitask and prioritize in a fast-paced environment.
- Strong attention to detail and consistent follow-through.
- Proactive problem-solving skills and willingness to take initiative.
- Ability to work independently without constant supervision.
- Professionalism, reliability, and a positive attitude.
- Willingness to learn new tools, improve skills, and take on additional responsibilities.

Preferred Experience:
- Supporting US-based businesses or international clients.
- Customer communication through phone, email, SMS, or live chat.
- Appointment scheduling and calendar management.
- CRM platforms such as Jobber, Housecall Pro, ServiceTitan, GoHighLevel, HubSpot, or similar systems.
- Dispatching or coordinating with field service teams.
- Customer follow-ups, estimate tracking, and invoice support.
- Experience in home services, HVAC, plumbing, electrical, roofing, landscaping, cleaning, or other service-based industries.
- Google Workspace, Microsoft Office, Slack, or other productivity tools.
- AI tools such as ChatGPT, Claude, or automation platforms.

Location: Remote - Anywhere

Skills required for this job:

• Administrative assistance
• Artificial intelligence tools
• Calendar management
• Customer relationship management (CRM)
• Customer service
• Dispatching
• Google Workspace
• Home services
• Invoicing
• Microsoft 365
• Slack
• Virtual assistance