HVAC Virtual Assistant / Operations & Admin Specialist (Housecall Pro & Lead Gen)

We are a growing residential and commercial HVAC company seeking a reliable, tech-savvy Virtual Assistant / Remote Office Coordinator for 10 to 20 hours per week to handle day-to-day dispatching, admin, customer communication, and cold email outreach. ​If you are organized, know how to manage a calendar efficiently to reduce drive times, and have experience navigating property management portals, this role is for you! ​Key Responsibilities: -​Smart Scheduling & Dispatch: Answer inbound/outbound calls via Quo (VoIP) and book jobs in Housecall Pro. Route schedules geographically so the technician isn’t driving back and forth across town. -​Property Management Work Orders: Log into portals (AppFolio, Rentvine, Property Meld), accept work orders, update status notes, submit completion photos/invoices, and keep property managers updated. -​Customer & Email Management: Monitor the company inbox, text messages, Google Business messages, and lead channels (Thumbtack, Yelp, Facebook). ​B2B Cold Email Outreach: Build lists and send initial cold email outreach to local property managers, apartment complexes, HOA boards, and real estate agents to secure recurring service partnerships. -​Basic Admin & Bookkeeping: Cross-check invoices between Housecall Pro and QuickBooks Online (QBO). ​Requirements & Qualifications: -​Must be comfortable using the Upwork Desktop Time Tracker (Manual hours will NOT be permitted). ​-Software Experience: Housecall Pro (or similar HVAC/trade software like ServiceTitan/Jobber), QuickBooks Online, and Property Management portals (Property Meld/AppFolio). -​Fluent English & High-Quality Phone Presence: Clear voice communication over Quo VoIP with a fast, reliable internet connection. -​Geographic & Spatial Awareness: Ability to look at a map, group calls by zip code/neighborhood, and build efficient daily routes. ​-Proactive, self-motivated, and requires minimal hand-holding. ​How to Apply (Screening Instructions): ​To prove you read this full job post, please reply with: -​A brief summary of your experience with Housecall Pro or similar dispatch software. -​What property management portals you have worked with in the past. -​The phrase "Geo-Dispatch Ready" at the very top of your application. (Applications without this code phrase will be immediately declined). -Please attach a voice recording saying the following, "Hi, thank you for calling our HVAC Company, how can I help you today?"