Virtual Front Office Assistant - Asia
Join our team as a remote Virtual Front Office Assistant, supporting daily operations from outside the U.S. on a full-time, 40-hour workweek basis. With a competitive compensation of $1,200 USD/month, you'll manage customer communication, appointment scheduling, permit applications, sales reporting, and administrative tasks using a variety of digital tools. This role is the primary liaison among customers, the sales team, and municipalities, ensuring smooth office operations and workflow efficiency.
Ideal candidates have at least 2 years’ experience in office support or customer service roles, demonstrate strong organizational and communication skills, and are adept with remote collaboration software (Google Workspace, CRMs, Microsoft Office). Experience with permitting or municipal processes and comfort using or learning tools like RingCentral and AI-enabled platforms are highly valued. A reliable internet connection and a professional, quiet workspace are required.
Preference is given to applicants with hands-on experience using AI tools in administrative settings. The position offers growth potential for candidates who can proactively identify and resolve key workflow bottlenecks.
Location: Remote (must live outside the U.S.)
Salary: $1,200 USD/month
Hours: 40 hours per week
We are seeking a full-time Virtual Front Office Assistant to serve as the remote face of our office. This role requires a highly organized, tech-savvy professional who thrives in a fast-paced, detail-driven environment. Preference will be given to candidates who can demonstrate prior experience using AI tools in their previous work.
You will act as the central point of contact between customers, the sales team, municipalities, and operations—ensuring smooth coordination of administrative and operational functions such as permitting, scheduling, and communication.
Detailed ResponsibilitiesCustomer Service & Phone Support
- Answer and direct incoming calls and emails using communication software.
- Provide product and service information to potential and current customers.
- Schedule appointments and consultations for the sales team with attention to logistics and availability.
- Maintain a friendly, professional tone in all interactions.
Permit & Utilities Management
- Research, prepare, and submit permit applications based on municipal guidelines.
- Communicate with city and county offices regarding permitting requirements.
- Schedule utility locates in advance of project installation dates to prevent delays.
Administrative & Sales Operations
- Generate and maintain reports for sales tracking, appointment statuses, and open project timelines.
- Maintain accounts receivable, process customer payments, and record them accurately in internal systems.
- Support the owner and sales staff with administrative follow-ups and task tracking.
- Maintain accurate digital records of customers, jobs, permits, and communications.
Office & Workflow Management
- Use software platforms to update project information, track milestones, and manage tasks.
- Assist with marketing follow-ups, spreadsheet maintenance, and customer outreach.
- Help ensure office efficiency by identifying and solving administrative bottlenecks.
Review & Feedback Collection
- Compile lists of completed jobs and contact clients to request feedback and online reviews.
- Guide clients through the review submission process and follow up if needed.
- Minimum of 2 years of experience in administrative, office support, or customer service roles.
- Experience with permitting or working with municipalities strongly preferred.
- Excellent organizational, communication, and multitasking skills.
- High comfort level with remote collaboration tools (e.g., Google Workspace, Microsoft Office, CRMs).
- Ability to work independently and meet deadlines consistently.
- Reliable internet connection and quiet, professional remote setup.
- Strong Zoom presence and professionalism in video meetings.
- Comfortable using or learning tools such as RingCentral, AI, and other project management systems.
- Full-time, 40 hours per week.
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