Executive Customer Support & Administrative Virtual
Assistant
(Inbound Calls | Lead Qualification | CRM Management |
Executive Support)
Position Overview
Is seeking a highly
organized, professional, and customer-focused Executive Customer Support
& Administrative Virtual Assistant to become an extension of the team.
The ideal candidate will be responsible for handling inbound
customer calls, qualifying leads, scheduling appointments, managing
communications, updating CRM records, and supporting day-to-day administrative
operations.
This role requires someone with excellent English
comprehension, strong communication skills, attention to detail, and the
ability to represent the Garage Floors 4 Less™ brand professionally.
The successful candidate will initially focus on customer
call handling and communication management, with opportunities to take on
additional responsibilities as they become familiar with the business.
Key Responsibilities
Inbound
Call Management
Answer
incoming customer and prospect calls professionally.
Handle
approximately 10–15 inbound calls per day.
Respond
to customer inquiries and provide basic information.
Follow
provided call scripts and processes.
Qualify
leads and gather necessary customer information.
Determine
customer needs and route inquiries appropriately.
Transfer
calls to the correct franchise location when required.
Schedule
estimates and appointments in the system.
Ensure
every caller receives a positive customer experience.
Lead
Qualification & Franchise Routing
Review
incoming opportunities and determine the appropriate next steps.
Filter
leads before passing them to franchise locations.
Collect
accurate customer details.
Forward
qualified leads to the correct franchise partner.
Ensure
opportunities are properly documented.
Support
communication between head office and franchise locations.
CRM
Management & Data Entry
Document
all calls, inquiries, and customer interactions.
Update
CRM records accurately.
Maintain
organized customer information.
Ensure
leads are properly tracked and followed up.
Support
reporting and information sharing across locations.
Email
Management
Monitor
and manage multiple inboxes.
Review,
prioritize, and categorize emails.
Respond
to routine inquiries when appropriate.
Escalate
important matters to the appropriate team member.
Ensure
timely communication with customers and franchise partners.
Executive
Gatekeeping Support
Act
as a professional first point of contact.
Filter
unnecessary calls and communications.
Protect
executive time by managing incoming requests.
Identify
urgent versus non-urgent matters.
Ensure
external communications are handled appropriately.
Administrative
& Ad Hoc Support
As the VA becomes familiar with the business,
responsibilities may expand to include:
Administrative
support tasks.
Google
Sheets updates.
Documentation.
Follow-up
coordination.
Internal
communication support.
Process
improvements.
Additional
tasks assigned by management.
Required Skills & Qualifications
Must-Have Requirements
✅ Excellent spoken and written
English skills
✅ Strong English comprehension (ability to understand context and intent)
✅ Professional phone presence
✅ Strong communication skills
✅ Excellent attention to detail
✅ Comfortable handling customer conversations
✅ Strong computer skills
✅ Ability to learn new systems quickly
✅ Reliable internet connection and work setup
✅ Ability to work EST hours consistently
Preferred Experience
Experience in any of the following is an advantage:
Customer
service
Receptionist
roles
Executive
assistant roles
Call
center experience
Appointment
setting
Lead
qualification
CRM
management
Franchise
support
Administrative
assistance
Software & Tools
The VA will work with:
Communication
VoIP
phone system
Slack
WhatsApp
Productivity
Google
Workspace
Google
Sheets
Email
Company
email system
AI Tools
Claude
AI
Chat-based
AI tools
CRM
Client
CRM system (training provided)
Training & Onboarding
The client expects approximately 2 weeks of onboarding
and training.
Training resources include:
Call
scripts
Internal
documentation
AI-assisted
training materials
Company
processes
CRM
workflows
The VA will report directly to the office manager.
Ideal Candidate Profile
The ideal candidate is:
Friendly
and personable
Confident
speaking with customers
Professional
and polished
Detail-oriented
Organized
Proactive
Adaptable
Comfortable
taking ownership
Able
to represent the company as a true team member
The client emphasized that English comprehension is more
important than accent. The candidate must understand customer needs,
instructions, and business context—not just speak English.
Success Metrics
A successful VA will:
Handle
calls professionally.
Accurately
qualify and route leads.
Maintain
organized CRM records.
Keep
communication channels organized.
Reduce
unnecessary interruptions for leadership.
Become
a trusted extension of the Garage Floors 4 Less™ team.
Employment Type: Long-Term Position
Working Hours:
Monday–Friday, 9:00 AM – 3:00 PM Eastern Standard Time
(EST)
(6 hours/day, 30 hours/week)