Virtual Assistant – Scheduling, Onboarding & Timekeeping

About Us
We’re a commercial cleaning company operating evening/overnight routes. We’re systems-driven and move fast. Your work keeps crews staffed, new hires onboarded, and timekeeping clean so payroll runs smoothly.

What You’ll Do:

1. Scheduling & Staffing
-Keep the weekly schedule fully staffed; run a Friday PM “staffed vs. gaps” check.
-Post coverage when there are sick calls; escalate unfilled gaps within 60 minutes.
-Map approved candidates to open shifts/sites.

2. Recruiting Pipeline Admin
-Keep the Approved Candidates list stocked (passed reference check & questionnaire).
-Update candidate stages, availability, and start dates; follow up with unresponsive candidates.

3. Onboarding & Training
-Add new hires to ADP (or ATP—confirm), WhatsApp, and Jobber on day 0.
-Send welcome + training emails; track virtual training completion and send reminders.
-Report training completion status daily during the first week.

4. Timekeeping & Payroll Prep
-Fix clock-ins/outs and resolve discrepancies before payroll cutoff.
-Enter data into the Time Report so it’s ready for the CEO & Ops Manager weekly.
-Reconcile travel time and minimum-pay rules.

5. Jobber & Systems Maintenance
-Adjust timers in Jobber to match actuals; keep teams/roles and site notes current.
-Attach checklists/notes after QC feedback.

6. Communication
-Send a concise daily summary to Ops: coverage status, training progress, time fixes, and risks.

Success Looks Like
-98%+ shift coverage, 100% onboarding within 24h, 100% training completion within 72h, <1% payroll rework.

Tools You’ll Use
-Jobber, ADP, WhatsApp, Email (Gmail), Google Sheets.

Requirements
-Fluency in English
-Experience with scheduling, onboarding, or admin ops.
-Strong Google Sheets skills (lookups, filters, conditional checks).
-Detail-oriented, fast response time, excellent written English.
-Able to work with North America Pacific Time overlap.

Nice to Have
-Fluency in Spanish as well
-Experience with Jobber and/or ADP.
-Prior VA work for field service/cleaning companies.

Hours & Availability
-Part-time to start (with growth). Must check in daily (Mon–Fri) and on-call for urgent coverage needs.

How to Apply
-Send a short video (under 3 minutes) explaining your experience with scheduling, onboarding, and timekeeping.
-Include 1–2 examples of spreadsheets you’ve built that cleaned up messy data or schedules.