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.
Maintain reliable communication rhythms to keep teams aligned and accountable.
Monitor lead lists throughout the day via V ----------
Coordinate team updates using WhatsApp
Liaise with external V ---------- support for escalations or troubleshooting.
Coordinate and support daily operations and administrative tasks
Manage and monitor V ---------- systems (lists, campaigns, agent activity, reports)
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.
Familiarity with US time zones (EST, CST, MST, PST) and international time zones
Exceptional attention to detail — able to catch and correct errors.
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

You’re a Great Fit If You:

? Enjoy taking ownership of daily operations so the founder can focus on scaling.
? Can manage multiple priorities in a fast-paced, global team environment.
? Are proactive, detail-oriented, and tech-savvy.
? Believe in supporting tea ---------- mbers through encouragement and guidance, not fear-based management.
? Adapt quickly to new systems and can suggest improvements as the company grows.

Time Commitment:
? Full-time position
? 100% Remote work setup



Remote Work Equipment Requirements (Mandatory)

Primary Device (Main Work Computer)

Desktop or Laptop (Windows or macOS)
Processor: Intel i5 / Ryzen 5 (10th gen or higher) or Apple M1/M2
RAM: Minimum 16 GB
Storage: 512 GB SSD
Operating System: Windows 10/11 or macOS (latest stable version)
Display: 14”–24” screen (dual monitor is required)

Backup Device (Required)

Secondary laptop or desktop ready for immediate use
Processor: Intel i3 / Ryzen 3 (or equivalent)
RAM: Minimum 8 GB
Storage: 256 GB SSD
Must be fully functional and internet-ready

Internet & Connectivity

Primary Internet: Minimum 50 Mbps (fiber preferred)
Must have a backup Internet:
Stable connection suitable for real-time systems

Power Backup

UPS or power station capable of supporting at least 30–60 minutes of work
Reliable electricity with minimal downtime





Work Schedule

Monday to Friday, 10am to 7pm Eastern