Administrative Assistant for Alex - Looking for a Unicorn!

’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:

I provide a FUN working environment.

We are constantly learning new things.

We are a team who wants to be the best at what we do, which means you have the BEST teammates.

I ALWAYS pay on time.

I treat all of my team members with respect and love.

Client Overview:

Alex owns a home inspection business and he is looking for an awesome unicorn who can help him with administrative tasks. 

Client Requirements:

• Must be able to work 20 hours weekly
• Must be able to work 8am-12pm  Central Time (US)
• Excellent communication skills in English; proficiency in Spanish is strongly preferred.
• Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Basic understanding of the real estate industry (i.e., where home inspections fit into the real estate transaction process, why home inspections are important, etc.) is nice to have, but client is also willing to train 

Responsibilities/Tasks:

Must-Have Experience (Responsibilities You Must Be Proficient In):

These are the tasks the VA needs to handle independently and confidently from day one:

Administrative Support:

• Assist with day-to-day administrative tasks
• Reach out to clients and estate agents as needed
• Monitor emails and respond to routine inquiries from clients, agents, contractors, and subcontractors
• Send access information, updates, reminders, and other client-facing communications as needed
• Support contractors or team members when questions or issues come up throughout the day
• Answer inquiries and communications through the company’s phone system (client uses Google Fi, but they are willing to train you on this system)

Scheduling and Inspection Coordination

• Assist with booking and scheduling home inspections
• Coordinate with clients, agents, contractors, and subcontractors regarding inspection appointments
• Confirm contractor or subcontractor availability when needed
• Help ensure all parties have the correct details for scheduled inspections
• Manually accept or process upsells when they come through the system
• Monitor scheduling apps and inspection-related updates to make sure nothing is missed (Supra and Broker Bay are the softwares they use; client is willing to train you on these platforms)

Subcontractor Report and File Management:

• Receive reports and documents from subcontractors via email
• Upload subcontractor reports and related files into the system

Nice-to-Have Experience (Responsibilities You Can Learn Over Time):

These tasks are valuable but can be trained on the job:

CRM and Data Entry Support

• Perform light CRM updates and data entry
• Keep records accurate and up to date
• Enter notes, updates, and follow-up information as needed

Social Media and Marketing Support:

• Assist with light social media content creation and posting 
• Assist with occasional marketing emails or client communication campaigns
• Help repurpose simple content ideas into posts or email updates

Other administrative tasks:

• Import floor plans from Cubicasa (floor plan software) or related information into Spectora (inspection software used for booking, scheduling, etc.) when needed (client is willing to train)

Pay and Benefits:

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal