Overview:
We are seeking a highly organized, driven, and detail-oriented Virtual Assistant to support the day-to-day operations of a garage door service business. This role will focus on dispatch, scheduling, billing, invoicing, customer coordination, and general administrative support. The ideal candidate is proactive, comfortable working independently, and able to manage multiple priorities in a fast-paced service environment. Experience with ServiceMate and/or ServiceTitan is highly preferred, particularly for candidates with prior experience in home-service or field-service businesses.
Key Responsibilities:
Dispatch & Scheduling
- Coordinate daily service schedules and dispatch technicians.
- Schedule and reschedule customer appointments as needed.
- Coordinate with technicians and customers to ensure appointments run smoothly.
- Monitor schedules and follow up on outstanding appointments or service requests.
- Help manage changes, cancellations, and scheduling conflicts.
Billing & Invoicing
- Prepare and process customer invoices accurately and promptly.
- Assist with billing follow-ups and payment-related administrative tasks.
- Maintain accurate billing records and documentation.
- Review completed jobs to ensure necessary information is available for invoicing.
- Support the transition from ServiceMate to ServiceTitan as applicable.
Administrative Support
- Respond to and manage business emails.
- Handle routine backend administrative tasks.
- Maintain organized records, documentation, and customer information.
- Coordinate information between customers, technicians, and management.
- Assist with general operational tasks as assigned.
- Follow established processes and document recurring workflows.
Customer & Internal Coordination
- Communicate professionally with customers regarding appointments and service-related updates.
- Coordinate with technicians regarding job schedules and changes.
- Ensure important information is communicated accurately and promptly.
- Follow up on open items without requiring constant supervision.
Required Qualifications & Skills:
- Previous experience in dispatch, scheduling, billing, invoicing, or administrative support.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple tasks and priorities simultaneously.
- Strong written and verbal communication skills.
- Ability to work independently with minimal supervision.
- Proactive and solution-oriented approach to work.
- Comfortable working with computer systems and multiple software platforms.
- Ability to learn company-specific processes quickly.
Preferred Qualifications:
- Experience with ServiceMate.
- Experience with ServiceTitan.
- Previous experience supporting a home-service, garage door, HVAC, plumbing, electrical, or similar field-service business.
- Experience coordinating technicians or field-service teams.
- Experience with billing and invoicing software.
Work Schedule:
- Monday–Thursday: 9:00 AM–5:00 PM EST
- Friday: 9:00 AM–2:00 PM
- No work on designated Jewish holidays, including Rosh Hashanah, Yom Kippur, and Sukkot.
- Full-time position.
Ideal Candidate:
The ideal candidate is someone who:
- Is driven and self-motivated.
- Can work independently without constant supervision.
- Is highly organized and able to stay on top of multiple schedules and tasks.
- Has strong attention to detail, especially when handling billing and customer information.
- Communicates clearly and professionally.
- Takes ownership of assigned responsibilities.
- Proactively identifies problems and works toward solutions.
- Can adapt quickly to new systems and workflows.
- Is comfortable working in a fast-paced, operational environment.
