Ops Support Virtual Assistant

Ops Support Virtual Assistant
Reports to: Office Manager
Location: Remote (Virtual)
Status: Full-Time, Contract
Target Start Date: October 04, 2025
About Us
At Home Sweet Home Cleaning, we believe every team member matters. Behind every great company is a supportive, empowered team—and we’re dedicated to making sure YOU feel valued, connected, and fulfilled from day one.
We provide top-notch cleaning services while building strong relationships with our clients and staff. Our mission is simple: create healthier, happier homes and workplaces through professionalism, reliability, and care.
Why You’ll Love Working With Us
? Make a Real Impact – Your organizational and communication skills will be the backbone of smooth operations.
? Growth Opportunities – As we expand, you’ll learn new skills and take on higher responsibilities that excite you.
? Feel Appreciated – We celebrate every success, big or small.
? A Team That Cares – Open communication, collaboration, and respect are at the heart of our culture.
Role Summary
Provide seamless administrative, scheduling, and sales support so leadership can focus on high-impact decisions. This role catches the repetitive, time-sensitive, and detail-oriented tasks across operations, client success, recruiting, and reporting, ensuring nothing slips through the cracks.
Key Responsibilities
1. Work Order & Scheduling Support
Update work orders in MaidCentral daily (job notes, client preferences, adjustments).
Track and follow up on TBD jobs until resolved.
Support scheduling overflow and ensure schedule accuracy.
Flag scheduling conflicts, flex routes, and TBDs; assign jobs once approved.


2. Payroll & Employee Records
Collect, review, and prep payroll documentation weekly for Management's final approval.
Maintain employee records (time-off requests, PTO balances, equipment assignments).
3. Client Communication Support
Send standardized texts/emails (reminders, reschedules, “we’re on our way,” thank-you notes).
Monitor shared inboxes for basic questions; tag/escalate complex issues.
Draft review requests (Google/Facebook) after jobs using templates.


4. Recruiting Support
Handle first-touch WootRecruit outreach (text/email confirmations).
Schedule interviews on management calendar and prep candidate files (resume, notes, references).
5. Sales & Marketing Admin
Update lead trackers and sales dashboards weekly.
Support sales by completing 2nd and 3rd reach outs in sales funnels.
Post pre-approved content to social media/Canva templates and compile client testimonials into a “proof library.”
6. Data & Reporting
Pull weekly KPIs for L10 Scorecard so leadership walks in with numbers ready.
Keep a rolling log of client cancels/saves with reasons.
Prep payroll cost vs. revenue snapshot weekly.


7. CEO/EA Overflow
Prep agendas for 1:1s and Pack Meetings using templates.
Track Personal To-Do list in Asana, nudging for closures.
Maintain “Micro-Wins” or recognition tracker for team shoutouts.
Key Metrics (Performance Targets)
Recurring Saves: ? 70% save rate on clients requesting cancellation.
Recurring Conversion: ? 40% of new quotes converted to recurring.
Schedule Accuracy: ? 95?curacy rate (no missed/overbooked jobs).
Response Time: All inbound calls/messages answered within business hours.
Qualifications
2+ years of administrative, operations, or VA experience (service industry preferred).
Excellent written and spoken English; confident with templates and polite client communication.
Strong organizational skills and attention to detail; able to juggle multiple priorities.
Proficiency with cloud tools (Google Workspace, Asana, MaidCentral, CRM/WootRecruit, QuickBooks or similar).
Exceptional attention to detail — must be one of the most meticulous assistants out there, with proven ability to manage complex data and spreadsheets without errors.
Advanced spreadsheet skills (Google Sheets/Excel): formulas, pivots, conditional formatting, error checks.
Able to double-check figures and catch discrepancies; zero tolerance for missing decimals or inaccurate data.
Comfortable handling repetitive, time-sensitive tasks and escalating when decisions are needed.
Self-starter with a service mindset; can work independently but loves being part of a team.
Compensation & Growth
Pay: $6/hr USD
Hours: Monday–Friday, 9:00 AM–5:30 PM EST (peak workload Mon/Tues)
Bonuses: Performance bonuses tied to accuracy, KPI completion, and client saves/conversions.
Growth Path: Operational EA ? Ops Support Coordinator ? Operations Coordinator / Team Lead
Ready to Join a Team That Truly Values You?
???? Apply today by filling out this form: ----------
? Be part of a company that doesn’t just give you a job—but a team, growth, and purpose.