Client Coordinator / Admin VA

We are Swiftly Landscaping, a project-based landscaping and hardscape company based in the Niagara Region, Ontario, Canada. We build patios, retaining walls, drainage systems, fences, decks, and more. We are growing fast and need a sharp, reliable VA to help us run our systems so nothing falls through the cracks.

This is a real role with real responsibility — not busy work. You will be the person who keeps the pipeline clean, clients informed, and the back office organized while the owner and field team focus on sales and delivering excellent work.

What You Will Do

- Respond to new leads via text and email within 5 minutes using our templates (GoHighLevel CRM)
- Log every lead, call, and client interaction in GoHighLevel and QuickBooks — following our exact data standards
- Move pipeline stages in GoHighLevel as jobs progress from New Lead through to Review Requested
- Schedule estimates and jobs on our Google Calendars using our SOPs
- Send day-before reminders and morning-of confirmations to clients
- Collect and file receipts from the crew — rename, organize into Google Drive job folders
- Send aftercare PDF guides to clients after job completion (sod, concrete, hardscape, planting)
- Track and follow up on subcontractor COI and WSIB documents — flag expiries 30 days in advance
- Assist with subcontractor onboarding — check intake forms, organize folders, update approval status
- Prepare and send the weekly sales metrics report every Monday morning using our template
- Run weekly CRM hygiene: merge duplicates, fill missing fields, tag untagged lead sources
- Draft follow-up messages, client texts, and invoice reminders using our templates
- Support employee onboarding — collect TD1 forms, SIN, direct deposit info, organize files
- Manage the Change Order log — file approvals, screenshot proof, update job folders
- Handle any general admin: data entry, document filing, Google Drive organization

What We Are Looking For

- At least 1 year supporting a North American business (Canada or US preferred)
- Comfortable on the phone or managing calls/texts through a VOIP app (we use OpenPhone)
- Strong written English — your client-facing messages need to be professional and clear
- Experience with a CRM (GoHighLevel is a bonus; any CRM experience transfers)
- Experience with QuickBooks or similar accounting software
- Detail-oriented — our CRM data standards are strict and you will follow them exactly
- Self-starter who flags problems early rather than guessing or going quiet
- Reliable — if you commit to a task, it gets done by the deadline

Nice to Have

Experience supporting a trades or construction business
GoHighLevel CRM experience
Familiarity with Google Workspace (Drive, Calendar, Docs, Sheets)

What We Offer

- $5–6 USD/hour depending on experience
- 25–30 hours/week with potential to grow
- Stable, long-term role — we are building a real company and want someone to grow with us
- Clear SOPs for every task — you will never be guessing what to do
- Direct communication with the owner — no layers of management

How to Apply

- Send your application with the subject line: 'Swiftly VA Application — [Your Name]'
Include: (1) a short paragraph about your experience supporting a North American business, (2) the systems you have used (CRM, QuickBooks, Google Workspace, etc.), and (3) your availability and time zone.
We will ask shortlisted applicants to complete a short paid test task before a Zoom interview.