Virtual Assistant- Operations Coordinator

We are seeking a highly organized and proactive Virtual Assistant – Operations Coordinator to support daily operations in a fast-paced environment. The ideal candidate has strong experience working as a Virtual Assistant, is comfortable with changing schedules, and has hands-on knowledge of V ---------- and operational reporting. This role requires attention to detail, adaptability, and the ability to manage multiple tasks efficiently.

Responsibilities:

Collaborate with other departments to ensure updates, corrections, and escalations are handled quickly and accurately.
Provide encouragement and constructive coaching, reinforcing best practices and addressing gaps in a supportive, educator-style way.
Maintain reliable communication rhythms to keep teams aligned and accountable.
Monitor setter lead lists throughout the day via V ---------- ; turn lists on/off to match agent capacity.
Watch calendars to avoid overbooking
Update appointment details in GHL and trackers.
Perform start-of-day list/calendar checks and end-of-day reconciliation to ensure accuracy.
Coordinate team updates using WhatsApp and Slack
Liaise with external V ---------- support for escalations or troubleshooting.
Coordinate small projects such as training tweaks, onboarding new setters, or implementing process updates.
Suggest and implement system or workflow improvements as the business scales.
Coordinate and support daily operations and administrative tasks
Manage and monitor V ---------- systems (lists, campaigns, agent activity, reports)
Assist with call center operations, scheduling, and task tracking
Create, update, and maintain reports using spreadsheets (Google Sheets)
Use formulas to analyze data, track performance, and ensure accuracy
Communicate with tea ---------- mbers and management regarding operational needs
Adapt quickly to changing priorities and schedules
Support process improvements and ensure operational efficiency


Qualifications:


3+ years’ experience as a Virtual Assistant, Operations Coordinator, or in appointment setting, call center operations, or similar remote roles.
Background in appointment setting or insurance support is a plus.
Strong familiarity with V ---------- — or with similar dialer systems; with analytical ability to interpret reports, identify trends, and manage lead lists with precision.
Experience with Go High Level (GHL) for calendar and note updates (preferred but not required); experience or knowledge of other CRM tools/platforms can be considered.
Proficiency with WhatsApp and Slack
Familiarity with US time zones (EST, CST, MST, PST) and international time zones (Philippines, Jamaica, Dominican Republic, US) for effective calendar and operations coordination.
Exceptional attention to detail — able to catch and correct errors that impact appointments.
Leadership style that is supportive, educator-driven, and positive, with the ability to hold accountability when needed.
Strong organizational skills with the ability to manage priorities and meet deadlines.
Proactive “A-player”: makes sound decisions with limited input, anticipates needs, and suggests better systems.
Tech-savvy and quick to learn new tools or systems.
Strong familiarity with Google Workspace specially in using Google Spreadsheets and fixing formulas.

To apply: ----------