Virtual Administrative & Dispatch Coordinator (Home Services)

LocationRemote (South Africa)

ContractIndependent Contractor

ScheduleFull-Time, Monday-Friday, EST

Position Overview

We are seeking a highly organized, proactive, and service-minded Virtual Administrative Coordinator to support our clients, sales arborists, operations team, and leadership.

This role is ideal for someone who doesn't simply wait for a task list but notices what needs to be done, takes initiative, follows through, and keeps things moving.

The Virtual Administrative Coordinator will serve as an important communication and coordination hub. This person will help ensure clients receive timely responses, field team members have the administrative support they need, information in our systems remains accurate, and important details don't fall through the cracks.

Because this is a remote position, exceptional communication, responsiveness, organization, and personal accountability are essential.

Key Responsibilities

Client Communication & Scheduling

- Monitor incoming client emails, messages, and other communication throughout the workday.

- Maintain a goal of responding to client inquiries within one hour or less during business hours.

- Answer incoming client phone calls professionally and warmly.

- Gather necessary information from prospective and existing clients.

- Schedule appointments for sales representatives while considering availability, location, routing, and urgency.

- Communicate appointment information, changes, cancellations, and other updates to clients and team members.

- Follow up on outstanding client questions or requests to ensure issues are resolved.

- Provide a consistently professional and helpful client experience that reflects the brand.

Field & Sales Support

- Provide day-to-day administrative support to sales arborists and field staff.

- Assist with scheduling, client communication, appointment changes, and information gathering.

- Help resolve administrative issues that could prevent field staff from serving a client efficiently.

- Monitor open items and proactively follow up when information or action is still needed.

- Serve as a dependable point of contact between clients, field staff, and internal management.

- Anticipate needs whenever possible rather than waiting to be asked.

CRM & Administrative Support

- Enter and maintain accurate client, lead, appointment, and job information in the company's CRM.

- Review records for missing or incomplete information and follow up as needed.

- Maintain organized electronic files and documentation using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).

- Help create and maintain administrative processes, trackers, calendars, and other organizational tools.

- Assist leadership with miscellaneous projects and one-time administrative needs.

- Identify recurring problems or inefficiencies and suggest ways to improve processes.

- Maintain organized employee and candidate documentation while protecting confidential information.

- Help ensure new employees have a professional and organized onboarding experience.

Travel & Special Projects

- Coordinate flights, hotels, rental vehicles, and other travel arrangements for training, conferences, or out-of-town jobs as needed.

- Prepare and communicate travel itineraries and necessary details to employees.

- Assist leadership with occasional special projects and administrative assignments.

- Research vendors, services, or information when requested.

Ideal Candidate Profile

Qualities & Characteristics

- Proactive: Sees what needs to happen next and takes appropriate action without waiting for detailed instructions.

- Highly Responsive: Understands that responsiveness matters in a service business and makes timely communication a priority.

- Organized: Can manage multiple clients, appointments, candidates, projects, and deadlines without losing track of details.

- Strong Follow-Through: Doesn't consider something finished simply because an email was sent. Follows the task through until the desired outcome is reached.

- Excellent Communicator: Communicates professionally, warmly, and clearly by phone, email, and text.

- Client-Service Minded: Understands that every interaction contributes to the overall client experience.

- Resourceful Problem Solver: Looks for solutions before simply passing issues along when unexpected problems arise.

- Detail Oriented: Pays close attention to names, dates, addresses, appointment times, and documentation.

- Adaptable: Comfortable shifting priorities in a growing business where daily needs can change quickly.

- Trustworthy & Discreet: Handles employee, applicant, client, and company information with strict confidentiality.

- Comfortable Working Independently: Productive, focused, and accountable while working remotely without constant supervision.

Experience & Skills

Required

- Previous administrative, customer service, office coordination, scheduling, or similar experience.

- Strong proficiency with Google Workspace (Gmail, Google Calendar, Google Drive, Docs, Sheets).

- Experience working with a CRM or customer management system.

- Strong written and verbal communication skills across phone, email, and text.

- Ability to learn new software and systems quickly.

- Ability to manage multiple priorities in a fast-moving environment.

- Reliable internet connection and a quiet remote working environment.

- Availability to join video meetings (Google Meet) promptly during business hours.

Preferred

- Experience supporting a sales or service-based organization.

- Experience with appointment scheduling or dispatching.

- Experience making business travel arrangements.

- Previous experience working successfully in a remote role.