Virtual Assistant – Lead Intake, Scheduling & Referral Network Support

We are a U.S.-based exterior home renovation business specializing in decks, porches, and exterior remodels. We are hiring a Part-Time Virtual Assistant to support our operations, with a strong focus on rapid lead response, appointment scheduling, and building a referral partner network.

role is designed to create immediate business impact by ensuring no leads are missed and by consistently expanding our referral relationships. Other operational and administrative responsibilities will be phased in over time.

● Part-time: 20 hours per week (with potential to grow)

● Time zone: U.S. Central Time (CT)

● Preferred location: South Africa (clear English accent required for client-facing communication)

● Respond to all inbound leads (website forms, calls, messages) within 5 minutes, with a maximum of 10 minutes response time

● Gather key lead information (contact details, project type, location, timeline, budget range, photos if available)

● Ensure leads are handled professionally, promptly, and consistently

● Maintain accurate lead tracking and follow-up status

● Work alongside future automation tools (e.g., GoHighLevel) as systems are implemented This is the #1 impact area for the role.

● Help build and maintain a referral partner network (e.g., landscapers and related home service providers)

● Schedule at least one referral partner meeting per week for each business owner (minimum one per week overall)

● Coordinate meetings (coffee meetups, short calls, introductions)

● Create and manage follow-up cadences to stay top-of-mind with referral partners

● Track outreach, conversations, and next steps

● Ensure communication is professional, warm, and non-spammy This is a core success metric for the role.

● Manage calendars for both business owners

● Coordinate discovery calls, site visits, proposal deadlines, and internal commitments

● Proactively block time to ensure proposals and follow-ups are completed on schedule

● Send reminders, confirmations, and schedule updates

● Conduct periodic check-ins with current or past clients (phone/email)

● Collect feedback on project experience and overall satisfaction

● Document insights and share summaries with the team

● Maintain accurate CRM records

● Support adoption of GoHighLevel (HighLevel) as it is implemented

● Assist with basic system updates and organization

● 3+ years experience as a Virtual Assistant, Executive Assistant, or Administrative/Client Support role

● Strong phone and written communication skills

● Ability to work quickly and calmly in a time-sensitive environment

● Highly organized, proactive, and detail-oriented

● Comfortable handling inbound calls and short conversations with clients and partners

● Clear, professional English accent suitable for client-facing communication

● Experience supporting home services, construction, or renovation businesses

● Experience with GoHighLevel (HighLevel)

● CRM management experience

● Experience coordinating referral or partnership outreach

● Google Calendar / Email

● Phone and messaging tools

● GoHighLevel (planned implementation)

● Spreadsheets and simple trackers

● Lead response consistently within 5–10 minutes

● Discovery calls and site visits scheduled smoothly

● Referral partner meetings being booked weekly

● Clean, organized tracking of leads and referral outreach

● Reduced administrative load on business owners

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM