Operations & Customer Support Virtual Assistant

Title:

CPT-11573 Operations & Customer Support Virtual Assistant

Independent Contractor – CPT-11573 Operations & Customer Support Virtual Assistant/Business Support VA/Junior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A residential painting company in Tennessee is seeking a proactive Business Support VA to help manage customer communication, warm-lead follow-up, appointment scheduling, CRM administration, and day-to-day office operations.

The VA will become a central point of follow-through for the business, helping ensure that leads, customers, jobs, paperwork, deadlines, and internal tasks continue moving without requiring constant oversight from the owners.

The client is looking for a self-starter who can learn the business, ask questions, identify loose ends, and gradually become more valuable and independent over time. Painting experience is not required; familiarity with home-service businesses is a plus.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Customer & Lead Support

• Respond to incoming calls, texts, emails, and online inquiries as needed.
• Gather basic project information from prospective customers.
• Schedule estimate appointments and coordinate customer follow-ups.
• Follow the company's established conversational call script and maintain a friendly, professional customer experience.
• Build rapport with warm leads and help move qualified customers toward scheduled estimate appointments.
• Follow up consistently with leads and customers, ensuring that outstanding inquiries do not fall through the cracks.
• Escalate technical painting questions to the appropriate team member when needed.
• Provide phone support when required, including customer inquiries and follow-up calls.
• Support sales-related activities as directed, with the primary allocation of sales calls remaining subject to the owners' preferences and evolving needs.

Leads are primarily inbound. The emphasis is on communication, relationship-building, organization, and consistent follow-through rather than an exclusively sales-focused role.

Executive, Office & Operations Support

• Provide administrative and executive support to help the owners manage day-to-day business activities and priorities.
• Maintain accurate lead, customer, job, and project information in Drip Jobs and other designated systems.
• Coordinate deposits, paperwork, scheduling, work orders, and routine customer communication.
• Track licenses, insurance documents, subcontractor records, and compliance deadlines.
• Coordinate routine administrative items with subcontractors, bookkeepers, and outside professionals.
• Maintain organized records of customer interactions, estimates, job updates, decisions, and outstanding action items.
• Monitor open tasks, deadlines, and operational priorities, proactively flagging items that require owner attention.
• Help organize the owners' workload by maintaining clear task lists, project trackers, and follow-up schedules.

Project Coordination, Workflow Implementation & Accountability

• Help establish and implement a clear process for tracking leads, estimates, jobs, customer requests, and operational tasks from initiation through completion.
• Maintain a centralized system that clearly documents the status of outstanding work, required next steps, responsible parties, and follow-up dates.
• Ensure that relevant information is documented following customer interactions, site visits, estimates, and job updates.
• Proactively identify missing information, unpaid deposits, incomplete tasks, overdue follow-ups, and upcoming deadlines.
• Follow up with the owners, team members, subcontractors, or outside contacts as appropriate to keep work moving.
• Help the owners consistently use established systems and workflows by monitoring outstanding items, prompting necessary updates, and following up on commitments.
• Track action items through completion and elevate unresolved issues or recurring process gaps when necessary.
• Help develop, document, refine, and implement checklists, standard operating procedures (SOPs), and…