CPT-7813 Scheduling and Support Specialist VA at 20four7VA

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CPT-7813 Scheduling and Support Specialist VA

REQUIRED SERVICE: Business Support VA
REQUESTED EXPERIENCE TIER LEVEL: Junior- Senior Level
MIN. HOURS/WEEK: 40 hours
SHIFT TIME ZONE: MST
SHIFT HOURS: between 5 pm & 9 am (24 HOUR)
SHIFT DAYS: Monday to Friday (All 24/7 service)
Number of VAs: 3

GENDER PREFERENCE: N/A
LANGUAGES SPOKEN/PREFERENCE: English
ACCENT PREFERENCE: Neutral
REGION PREFERENCES: N/A

Scheduling and Support Specialist VA

We are seeking a detail-oriented and experienced Virtual Assistant to provide comprehensive scheduling and support services for our business operations. This role is integral to ensuring the smooth operation of schedules, timely communication with our officers, and accurate reporting to our administrative team. The Virtual Assistant will work closely with the Chief Operations Officer (COO) and other team members to ensure efficient processes and systems are in place.

Key Responsibilities:

• Scheduling Support:
  Review and maintain accurate schedules.
  Cross-check schedules with time punches and identify discrepancies.
  Prepare and submit daily scheduling reports by 8 AM Mountain Standard Time (MST).
• Customer Support:
  Respond promptly to officer inquiries and concerns via Slack or other designated communication tools.
  Ensure all officer interactions are documented for legal and operational purposes.
  Provide a sense of support and resolution to officers to maintain positive working relationships.
• Report Analysis:
  Analyze and review reports related to scheduling and time tracking.
  Identify and document inaccuracies or discrepancies in reports.
  Utilize QuickBooks (view-only access) to interpret relevant financial and scheduling data.
• Document Management:
  Use PandaDoc to manage electronic documents, ensuring timely signature collection and organization.
  Maintain organized records for all virtual assistant activities and communications.
• Process Documentation and Improvement:
  Follow and refine processes for virtual assistant responsibilities to ensure efficiency and effectiveness.
  Collaborate with the COO and team to enhance support processes.
• Communication and Tools:
  Communicate primarily through Slack for immediate tasks.
  Use email for less time-sensitive communication.

Qualifications:

• Experience:
  Previous experience in scheduling, administrative support, or a related role.
  Familiarity with customer service and support best practices.
  Experience working with QuickBooks Time Tracking (view-only access) and PandaDoc preferred.
• Skills:
  Strong attention to detail and accuracy.
  Excellent verbal and written communication skills.
  Analytical mindset with the ability to identify and resolve discrepancies.
  Ability to handle sensitive information with integrity and confidentiality.
• Technical Proficiency:
  Proficient in Slack and Microsoft Office Suite.
  Basic understanding of QuickBooks Time Tracking (view-only) and PandaDoc.
  Comfortable navigating scheduling and reporting tools.

APPLICATION SOFTWARE KNOWLEDGEABLE/REQUIRED:

• QuickBooks Online Time Tracking
• Slack
• Pandadoc

CLIENT INDUSTRY: Security Industry

Want to work with this amazing client? Apply now and join 20four7VA! Join the remote world, today.

What we offer:

• Competitive rates
• Weekly payments
• Annual rate increase (based on performance)
• Paid time off
• Paid holidays
• Various open roles are available
• Free training and upskilling
• Constant support and guidance from managers and mentors
• Clear schedules and guidelines
• A vibrant community always ready to support you
• And more!