Virtual Assistant – Office Coordinator (Plumbing/Restoration Company)

Virtual Assistant – Office Coordinator (Restoration Company)

Part-Time | Long-Term

About the Role

We are hiring a reliable, detail-oriented Virtual Assistant to work as an Office Coordinator for our San Diego–based restoration company.

This role requires strong spoken and written English, confidence on the phone, and excellent organization skills. You will help manage incoming calls, customer and insurance follow-ups, CRM updates, and document handling to support our Project Managers and field team.

About the Company

Xpress Restoration Inc.
Water, fire, and mold restoration company serving San Diego County.
We work directly with homeowners, property managers, and insurance companies.

Responsibilities
Phone Calls & Customer Communication (RingCentral)

Answer incoming phone calls using RingCentral

Gather basic job information from callers

Follow up with customers regarding job status, documents, and scheduling

Communicate clearly, professionally, and confidently in spoken English

CRM & File Management (DASH)

Update job files inside DASH CRM

Upload documents, photos, and notes accurately

Maintain clean and organized job records

Assist Project Managers with file updates and coordination

Insurance & Adjuster Follow-Ups

Send follow-up emails to insurance adjusters

Track outstanding items such as approvals, documents, or payments

Log all communications inside the CRM

CallRail & Lead Tracking

Update CallRail with correct lead source information

Tag calls properly and maintain accurate lead attribution

Assist with basic lead tracking and reporting

Documents, Contracts & Adobe Sign

Prepare contracts and forms using Adobe Sign

Send documents to customers and field Project Managers for signature

Upload completed and signed documents into job files

Ensure proper documentation is stored and labeled


Email & Administrative Support

Send and respond to emails professionally

Assist with general office coordination tasks

Follow SOPs and checklists consistently

Tools You Will Use

RingCentral (phone system)

DASH (CRM for restoration jobs)

CallRail

Adobe Sign


Email (Gmail or similar)

Google Drive

Slack (team communication)

Training will be provided on company-specific processes.

Requirements

Fluent spoken and written English (required)

Comfortable answering and making phone calls

Professional phone presence and customer service skills

Experience using CRM systems or job management software

Strong attention to detail and organization

Comfortable uploading and managing digital documents

Reliable internet and quiet work environment

Looking for a long-term role

Nice to Have (Not Required)

Restoration or construction office experience

Insurance claim or adjuster communication experience

CallRail experience

Adobe Sign experience

RingCentral experience

Hours & Pay

20 to 25 hours per week to start

Availability during U.S. business hours preferred

Hourly rate: $6 to $9 USD/hour, depending on experience

Paid bi-weekly via Wise or Payoneer

Long-term position with opportunity to grow

How to Apply

Please include:

A brief summary of your office or coordinator experience

Your experience handling phone calls in English

Any CRM or job management systems you have used

Your hourly rate and weekly availability

Confirmation that you are comfortable using RingCentral for calls

Applications that do not follow instructions will not be considered.