Virtual Operations Coordinator

# Virtual Operations Coordinator

### Full-Time | Independent Contractor | U.S. Home-Service Company

**Compensation:** PHP 45,000–85,000 / ---------- USD per month, based on experience
**Schedule:** Monday–Saturday, 9:00 AM–5:00 PM Mountain Time
**Philippine Schedule:** Approximately 11:00 PM–7:00 AM
**Location:** Remote, Philippines

## About Cultivate House Detailing

Cultivate House Detailing is a growing home-service company based in Colorado Springs, Colorado. We provide window cleaning, gutter cleaning, pressure washing, holiday lighting, and other exterior home services.

We care deeply about delivering an excellent customer experience while building an organized, dependable company.

We are looking for someone who can become a trusted owner of our office operations, not simply an assistant waiting for instructions.

## The Role

We are hiring a full-time Virtual Operations Coordinator to help manage customer communication, scheduling, lead follow-up, job preparation, and daily office operations.

This is **not an entry-level order-taking position**.

We need someone who can:

* Recognize what needs to be done without being reminded
* Take responsibility for an area of the business
* Identify problems before they become emergencies
* Investigate issues and propose solutions
* Follow established systems while improving them when necessary
* Keep tasks moving from beginning to completion
* Communicate clearly when something is blocked or requires a decision

You will receive training, clear expectations, and access to our systems. However, we do not want to provide step-by-step instructions for every situation.

The right person will think like an operations manager, not a task-based freelancer.

## Key Responsibilities

### Customer Communication

* Answer inbound phone calls professionally and confidently
* Respond to customer texts and emails
* Call new leads quickly and consistently
* Answer basic questions about our services and processes
* Follow up with customers who have not scheduled
* Resolve routine customer concerns without unnecessary escalation
* Keep customers informed when schedules or circumstances change

### Scheduling and Coordination

* Schedule estimates and service appointments
* Review the calendar for conflicts, gaps, and potential problems
* Confirm that jobs are assigned correctly
* Check upcoming jobs for missing information
* Monitor weather and identify jobs that may need attention
* Communicate with technicians regarding schedule changes or job details
* Follow through until scheduling issues are completely resolved

### Lead and Sales Support

* Monitor new leads and ensure they receive a fast response
* Follow up on unscheduled estimates and open opportunities
* Keep accurate notes in the CRM
* Identify leads that are being neglected or falling through the cracks
* Support promotions, customer reactivation, and seasonal campaigns
* Help improve our speed-to-lead and booking rate

### Job Preparation and Follow-Through

* Review upcoming jobs for complete notes, addresses, scope, and customer details
* Identify missing information before the service date
* Confirm that customers receive necessary reminders
* Follow up with field staff when information or action is needed
* Monitor incomplete tasks and make sure they are closed out
* Assist with post-job follow-up, review requests, and customer concerns

### Systems and Process Improvement

* Maintain accurate information in Housecall Pro and other company systems
* Create or improve checklists, templates, and standard operating procedures
* Notice repeated problems and recommend better systems
* Document solutions so the same issue does not continue happening
* Help management improve organization and accountability
* Take ownership of recurring responsibilities without waiting for reminders

## What Ownership Looks Like in This Role

If a customer has not received a response, you follow up.

If a job is missing important information, you investigate and correct it.

If the calendar has a problem, you do not simply report it. You determine the available options and recommend a solution.

If a technician has not responded, you follow up through the appropriate channels and keep the issue moving.

If you make a mistake, you communicate it honestly, correct it, and help create a system that prevents it from happening again.

If you notice the same problem happening repeatedly, you bring forward a proposed process improvement.

Your responsibility is not just to complete individual tasks. Your responsibility is to help produce a dependable result.

## Required Qualifications

* Previous experience independently managing office operations, customer service, scheduling, or administrative responsibilities
* Demonstrated ability to manage responsibilities without constant supervision
* Strong problem-solving and critical-thinking skills
* Excellent spoken and written English
* Comfortable speaking with American customers by phone
* Professional, warm, and confident phone presence
* Highly organized and attentive to detail
* Able to prioritize multiple responsibilities
* Comfortable learning new software and troubleshooting basic issues
* Fast and reliable internet connection
* Reliable computer, headset, and quiet workspace
* Willing and able to work consistently during U.S. Mountain Time business hours

Experience with a home-service company is strongly preferred. Experience with Housecall Pro, OpenPhone, Slack, or a similar CRM is also helpful.

## This Position Is Not a Good Fit If You:

* Need to be told every individual task to complete
* Regularly wait for reminders before following up
* Stop working on an issue as soon as something unexpected happens
* Report problems without attempting to understand or solve them
* Are uncomfortable making reasonable decisions within established guidelines
* Frequently miss details or leave tasks unfinished
* Prefer a role with minimal responsibility or accountability
* Cannot reliably work overnight Philippine hours

## What We Provide

* Full-time, long-term work
* Clear expectations and areas of responsibility
* Training on our company, services, and systems
* Written processes and support during onboarding
* Opportunities to take on greater responsibility as the company grows
* A respectful working environment where good ideas are welcomed
* The ability to make a meaningful impact on a growing U.S. company

## Compensation and Employment Structure

This is a full-time independent contractor position.

Compensation is **PHP 50,000–70,000 per month**, depending on experience, communication skills, and demonstrated ability to manage responsibilities independently.

Final candidates will complete a paid trial designed to evaluate communication, judgment, organization, follow-through, and problem-solving.

## How to Apply

Please include all of the following in your application:

1. Begin your application with the words **“I Take Ownership”** so we know you read the complete posting.

2. Send a short voice or video introduction explaining:

* Your previous experience
* Why you are a strong fit for this role
* What taking ownership means to you

3. Describe one responsibility you previously managed without supervision. Explain:

* What you were responsible for
* How you kept track of the work
* What decisions you made independently
* What result you produced

4. Describe a time you noticed a problem before your manager did. What did you do?

5. Imagine that tomorrow’s schedule contains a job with incomplete notes, the assigned technician is not responding, and the customer expects arrival at 8:00 AM. Explain how you would handle the situation.

6. Include a screenshot of a current internet speed test.

Generic applications or applications that do not answer these questions will not be considered.

We are looking for someone who wants to become a dependable, trusted part of our company and take genuine ownership of their work.