Admin VA – Proposals, Invoicing & Scheduling Support
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Job Location:
Monthly Salary:
Experience Required:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
This is a remote position.
HVAC in LA is a Los Angelesbased HVAC contractor specializing in residential and light commercial systems heat pumps and energy-efficiency upgrades. We are a process-driven company focused on delivering a smooth customer experience from proposal through installation and close-out.
We are seeking a dependable Virtual Assistant to support proposals invoicing scheduling and customer follow-ups.
Proposals & Invoicing
Draft proposals and estimates using provided templates
Prepare and send invoices after job completion
Update proposal and invoice statuses (sent approved paid)
Ensure accuracy of customer details pricing and scope notes
Organize signed documents and approvals
Scheduling & Coordination
Schedule HERS inspections and coordinate with inspectors
Confirm installation dates and inspection appointments
Track permit and inspection status
Send appointment confirmations and reminders
Customer Follow-Ups
Make follow-up calls or send emails/texts after proposals are sent
Follow up on outstanding invoices
Request missing information or signatures
Maintain professional polite and timely communication
Light Social Media Support (No Campaigns)
Post approved photos or short videos
Upload before/after photos with approved captions
Respond to basic comments or messages using templates
Help keep Google Business and social profiles up to date
Requirements
- Excellent written and spoken English
- Comfortable making follow-up phone calls to U.S. customers
- Strong attention to detail and organization
- Experience drafting proposals and invoices from templates
- Comfortable using Google Workspace (Docs Sheets Calendar)
- Reliable internet and consistent availability
Required Skills:
Requirements Proven experience as a Virtual Assistant Customer Support Specialist or Project Coordinator Strong written and verbal English communication skills Comfortable making and receiving client calls Excellent organizational skills and attention to detail Tech-savvy and adaptable; able to learn new tools quickly Familiarity with Monday CRM or similar project management tools (preferred) Previous experience with US-based clients (preferred)
Company Industry
IT Services and IT Consulting
Key Skills
- Data Entry
- Adobe Acrobat
- AS400
- EDI
- Microsoft Outlook
- Cloud Architecture
- Microsoft Excel
- Quick Books
- Administrative Experience
- Order Fulfillment
- Project Implementation
- Sales Support
