Bilingual Executive Assistant

Company Overview:

We are a high-quality residential/commercial painting company, known for our reliability, attention to detail, and polished customer experience. As we continue to grow, we’re looking for a sharp, proactive Virtual Assistant to support our leadership team, streamline operations, and act as a front-line representative of our brand.

Position Summary:

The Bilingual Virtual Assistant(English & Spanish) is responsible for ensuring smooth day-to-day administrative and customer service operations within the business. This role supports the owner, sales, and production teams by managing communication, scheduling, documentation and CRM updates — allowing field teams to stay focused on delivering outstanding results.

Key Responsibilities:

Customer Service & Communication

• Answer phone calls, emails, and online inquiries in a friendly, professional manner
• Gather initial project information, qualify leads, and schedule estimates
• Communicate prep instructions and next steps to customers
• Follow up on estimates, proposals, and pending approvals

Administrative Support

• Manage calendars for owner, sales reps, and production scheduling
• Maintain and update CRM with new leads, jobs, client info, and notes
• Assist with invoicing, purchase orders, and vendor communication
• Prepare contracts, touch-up forms, and completion certificates as needed

Operations Support

• Coordinate logistics between estimators, crew leaders, and customers
• Monitor material orders and confirm colors and specs
• Manage review requests, social media messages, and reputation platforms
• Compile reports on leads, win rates, job progress, and client feedback
• Assist with job costing

Qualifications:

• 3+ years experience as a VA, customer service rep, project coordinator or office manager (construction/home services industry preferred)
• Excellent written and verbal communication skills
• Strong organizational skills with high attention to detail
• Tech-savvy — experienced with CRM systems (Jobber, DripJobs, Buildertrend, etc.), Google Workspace, MS Office
• Ability to juggle multiple tasks, prioritize, and work independently
• Professional, calm under pressure, and solution-oriented

This is a 100% Remote job

$7-$8 an hour

US time zone