Remote Operations & Workforce Coordinator

Virtual Assistant / Remote Operations & Workforce Coordinator Carter Commercial Services is seeking a highly organized, proactive, and dependable Virtual Assistant to support our growing U.S.-based commercial cleaning and specialty services company. This is a long-term, full-time opportunity for someone based in Latin America who can work during U.S. Central Time business hours. Although this position includes administrative responsibilities, it is not a passive data-entry role. You will help coordinate customers, field workers, schedules, recruiting activities, and daily operational priorities. We need someone who takes ownership, follows up persistently, communicates problems early, and keeps important tasks from falling through the cracks. Primary Responsibilities Scheduling and Field-Worker Coordination - Coordinate project schedules and field-worker assignments - Contact workers to confirm availability and attendance - Complete twice-daily crew confirmations when required - Follow up persistently with workers who have not responded - Identify staffing or scheduling risks before they affect a project - Help find replacement workers when cancellations occur - Maintain accurate worker availability and contact information - Communicate schedule changes clearly to workers and management Recruiting Support - Post job opportunities in appropriate online groups and platforms - Review applications and screen potential field workers - Contact applicants by phone, text, WhatsApp, and email - Conduct initial qualification interviews - Collect required documents and onboarding information - Maintain an organized recruiting pipeline - Follow up with qualified applicants until a hiring decision is made - Help build a reliable bench of available workers in multiple markets Customer and Team Communication - Answer or return customer and worker calls promptly - Communicate professionally by phone, text, and email - Provide customers with accurate updates - Escalate customer concerns and operational problems quickly - Document important conversations and next steps - Follow up until issues are fully resolved Administrative and Systems Support - Enter and maintain customer, project, and worker information - Update jobs, notes, appointments, and tasks in Jobber - Maintain organized records in Google Workspace and other systems - Monitor open tasks and follow-up commitments - Prepare daily and weekly operational reports - Help document and improve company procedures - Support estimate and proposal follow-up when needed Required Qualifications - Located in Latin America - Advanced or fluent written and spoken English - Comfortable speaking with U.S. customers and workers by phone - Able to work full-time during U.S. Central Time business hours - Strong written communication skills - Highly organized and detail-oriented - Persistent and comfortable following up multiple times - Able to prioritize urgent issues in a fast-moving environment - Capable of working independently after receiving training - Willing to acknowledge mistakes and communicate problems immediately - Reliable computer, quality headset, and private workspace - Stable primary internet connection and a reliable backup option - Interested in a long-term role rather than a short-term project or side job Preferred Experience Experience in one or more of the following is strongly preferred: - Operations coordination - Scheduling or dispatching - Recruiting or candidate screening - Field-service administration - Customer service - Contractor or workforce coordination - Construction, cleaning, facilities, logistics, or home services - CRM or project-management software - Jobber, ClickUp, Google Workspace, OpenPhone, Pipedrive, HubSpot, or similar systems Direct experience with Jobber is helpful but not required. We are more interested in your ability to learn quickly, communicate clearly, and consistently follow through. The Person We Are Looking For You may be a strong fit if you naturally: - Act before a small issue becomes a large problem - Make the uncomfortable phone call instead of avoiding it - Continue following up until you receive an answer - Keep accurate notes without being reminded - Communicate delays and mistakes immediately - Think ahead about what could affect tomorrow’s schedule - Stay calm when several urgent matters happen at once - Take responsibility for results rather than only completing assigned tasks This role is probably not a good fit if you prefer quiet, repetitive work, dislike phone calls, need constant instructions, or are uncomfortable holding people accountable. Our Core Principles Competitive Greatness We continuously improve, work with urgency, and refuse to accept mediocre execution. Sincere and Immediate Candor We communicate truthfully, respectfully, and quickly—even when the conversation is uncomfortable. Unimpeachable Character We keep our commitments, take responsibility for our actions, and do the right thing even when no one is watching. Schedule and Engagement - Full-time - Approximately 40 hours per week - Monday through Friday - Working hours aligned with U.S. Central Time - Long-term engagement - Initial paid evaluation period - Opportunity for increased responsibility based on performance Occasional schedule flexibility may be required when active projects, staffing issues, or customer needs require attention. Compensation Compensation will be based on experience, communication ability, availability, and demonstrated operational capability. Please include your desired hourly rate or equivalent monthly compensation in your proposal. How to Apply Please begin your proposal with the phrase: “Confirm, communicate, escalate.” Applications that do not begin with this phrase may not be reviewed. Please answer the following questions in your proposal: 1. Where in Latin America are you located, and what time zone are you in? 2. Are you available full-time during U.S. Central Time business hours? 3. Do you currently work for any other clients or employers? If so, how many hours per week? 4. Describe your experience with scheduling, recruiting, dispatching, customer service, or workforce coordination. 5. Are you comfortable regularly making phone calls in English? 6. Which CRM, scheduling, communication, or project-management systems have you used? 7. What is your required hourly rate or monthly compensation? 8. Describe your primary internet connection and backup option. 9. Why are you interested in a long-term operations role rather than a traditional task-based VA position? Please also include a link to a 60–90 second audio or video introduction. Briefly introduce yourself and explain why your experience would prepare you to coordinate customers, workers, and changing schedules for a fast-moving U.S. service company. Generic or AI-generated proposals that do not directly answer these questions will not be considered.Suggested Upwork title: Full-Time LATAM Virtual Assistant for Operations, Recruiting & Scheduling Suggested skills: Virtual Assistance, Operations Management, Recruiting, Customer Service, Scheduling, Administrative Support, English, Phone Communication, CRM Software, Google Workspace, Project Management, and Data Entry.