Operations Coordinator / Virtual Assistant (Long-Term)

Operations Coordinator / Virtual Assistant (Long-Term) Twilight Commercial Cleaning is seeking a detail-oriented Operations Coordinator / Virtual Assistant to help manage daily administrative, customer service, recruiting, marketing, and operational tasks. This is a long-term position for someone who enjoys working with systems, keeping information organized, following documented procedures, and helping a growing business stay on track. You will work remotely by connecting to a company-provided Azure Virtual Machine and will have access to the tools needed to perform your responsibilities. Responsibilities Operations & Jobber Administration - Review Jobs in Jobber and ensure work orders are properly completed - Follow up on missing employee timesheets - Monitor and report timers still running after shifts have ended - Notify management when recurring jobs are approaching expiration - Review job forms for completeness and accuracy - Run monthly operational reports - Maintain equipment and supply inventory records Customer & Document Management - Upload inspection reports to customer folders - Organize customer files and folders in SharePoint and OneDrive - Create and maintain customer folders for new leads and customers - Update customer contact information in Jobber and HubSpot - Update customer records and CRM metadata - Organize invoices, reports, and supporting documentation - Rename and organize uploaded photos - Maintain SOPs, training documents, and internal documentation - Convert inspection data into customer-ready PDF reports Accounting Support - Match receipts to transactions in QuickBooks - Download and file paid invoices and payment records - Organize bank statements and financial documents - Reconcile customer payments against invoices - Generate monthly reporting packages Recruiting & Human Resources Support - Post jobs on recruiting platforms - Download and organize resumes - Schedule interviews - Assist with employee onboarding - Maintain employee files and records - Track recruiting pipeline activity Customer Service & Sales Support - Send customer check-in emails - Log customer complaints and track resolution status - Follow up with quote requests that have not responded - Send thank-you emails after customer walkthroughs - Update customers with insurance certificates and tax documentation when requested Marketing Support - Schedule Facebook, LinkedIn, and Google Business Profile posts - Create before-and-after photo content - Request customer reviews - Create monthly email newsletters - Track local bid opportunities and RFPs Email Management - Organize inboxes - Flag important emails - Archive completed items - Draft responses for management review - Maintain email organization and follow-up workflows Requirements - Excellent English written communication skills - Strong attention to detail - Experience with administrative support and business operations - Comfortable learning new software platforms - Strong organizational skills - Ability to follow written SOPs and documented processes - Experience with one or more of the following is preferred: - Jobber - QuickBooks Online - HubSpot - Notion - Microsoft 365 - SharePoint - OneDrive - Social Media Management Training & Growth Plan To ensure a successful onboarding process, the first 30-60 days will focus primarily on: - Jobber administration and job audits - SharePoint and OneDrive organization - Invoice filing and document management - Inspection report management - Email inbox organization and follow-up management Additional responsibilities will be introduced gradually as training is completed and processes are documented. Our goal is to build a long-term working relationship by providing clear SOPs, structured training, and opportunities for increased responsibility over time. Nice to Have - Experience supporting service-based businesses - Experience supporting cleaning, janitorial, property management, or field service companies - Basic bookkeeping experience - CRM experience - Recruiting coordination experience To Apply Please answer the following questions: - Tell us about your experience supporting small businesses. - Which of the following have you used: Jobber, QuickBooks Online, Notion, HubSpot, Microsoft 365, SharePoint, OneDrive? - Have you ever worked with recurring administrative processes and SOPs? - Describe how you stay organized when managing multiple responsibilities. - Have you performed basic bookkeeping tasks such as receipt matching, invoice filing, or payment reconciliation? - Have you scheduled and managed social media content for a business? - What is your availability each week? Position Type: Ongoing / Long-Term Hours: Flexible (Part-Time) Compensation: Please include your hourly rate and relevant experience in your proposal.