Sobre

Virtual Assistant – Operations, Customer Service & Finance (Cleaning Company) About Us The Refresh Krewe is a growing and well-structured cleaning company based in Louisiana, serving residential and selected commercial clients. We are focused on quality, organization, professionalism, and long-term growth. We are not looking for a basic assistant, we are looking for a reliable, detail-oriented Virtual Assistant who can grow with the company and become a key part of our operations. Position Overview We are hiring a Virtual Assistant to support operations, documentation, customer service, scheduling, financial organization, and systems management. This role will initially focus on administrative and client communication tasks and will expand in the future to include phone call support, so fluent English is required. This is a long-term position with growth potential. Work Schedule • Monday to Friday • Must be available during U.S. business hours – Central Time (CT) (Louisiana time zone) • No weekends • No major U.S. holidays Key Responsibilities 1. Documentation & Operations • Develop, review, standardize, and maintain all company documents, including: • Complete SOPs (Standard Operating Procedures) • Welcome guide • Client manual • Code of conduct • Salary and bonus structure • Detailed definitions of all cleaning types: • Regular • Deep • Move-in / Move-out • Airbnb • Any additional services • Cancellation and refund policies • Late payment rules • General clauses to be used in: • Residential contracts • Commercial contracts • Airbnb agreements • Guidelines on who provides cleaning products and supplies • Review and update candidate application forms and ensure they are properly reflected in SOPs. • Update and adjust service agreements, including: • Revised pricing • Fixed deposit percentage • Payment terms • Ensure all updates are correctly reflected in: • MaidPad • Invoices • Create and maintain basic financial documentation, such as: • Cash flow tracking • Financial projections • Service due-date rules for future forecasting • Maintain a secure, organized document with system logins and access credentials. • Transfer, organize, and maintain all operational and informational files in Google Drive. 2. Customer Service & Client Management • Manage all customer communication channels, including: • Phone (future responsibility) • SMS • Email • MaidPad chat • Website contact forms • Respond to clients professionally and in a standardized manner, including: • Answering questions • Sending documents • Explaining services and pricing • Following up on inquiries • Handle first contact with new leads and ensure proper follow-up. • Log all client interactions accurately in the system. • Maintain and update client records inside MaidPad. • Adjust and manage the owner’s schedule as needed. • Track and document reasons for: • Cancellations • Reschedules • Review, improve, and help maintain automated messages inside MaidPad. • Align and manage individual client payment processes. • Support client acquisition efforts, with special focus on the Mandeville area. • Assist with general company communication and client retention. 3. Financial & Administrative Support • Generate weekly payroll. • Enter and track business credit card expenses inside MaidPad. • Structure, maintain, and update company cash flow. • Monitor income and expenses regularly. • Create and update financial projections for upcoming months. • Adjust service pricing when required. • Define salaries, payment methods, and payment schedules. • Control service due dates for accurate forecasting. • Ensure system changes do not generate incorrect automatic invoices. • Support future payroll system integration (e.g., Gusto or similar). • Organize and maintain all financial records and reports in Google Drive. 4. Systems & Tools Management • Manage and maintain MaidPad: • Services • Pricing • Automations • Client profiles • Scheduling • Support CRM organization (HubSpot experience is a plus): • Leads • Contacts • Follow-ups • Pipelines • Maintain internal trackers, task lists, and operational checklists. • Help implement and improve workflows to increase efficiency. • Assist with email organization and standard response templates. 5. Marketing & Online Presence • Assist with the company’s online presence when needed, including: • Content organization • Basic posting support • Brand consistency • Manage and update: • Google My Business • LinkedIn • Support basic marketing actions aligned with company strategy. • Help reinforce brand image and contribute to attracting new clients. Future Responsibilities (Important) • This role will expand to include phone call support as the company grows. • The assistant must be comfortable: • Speaking with U.S.-based clients • Scheduling services by phone • Answering questions professionally • Maintaining a calm, confident, and professional tone Required Skills & Qualifications • Fluent English (spoken and written) — REQUIRED • Must be comfortable speaking with U.S.-based clients by phone in the future. • Strong organization and attention to detail. • Professional communication skills. • Ability to follow SOPs and improve processes. • Ability to work independently and manage multiple tasks. • Experience with: • Google Drive • Spreadsheets • Online systems and dashboards • Experience with MaidPad or cleaning software is a strong plus. • CRM experience (HubSpot preferred) is a plus. • Previous customer service or phone support experience is a plus. • Professional phone etiquette and confidence when speaking with clients. Additional Requirements • Must have a stable internet connection and a quiet environment for future phone calls. • Professional phone etiquette is required. What We Offer • Long-term position • Stable workload • Clear processes and expectations • Opportunity for growth within the company • Work with a structured, growing U.S.-based business • No weekends • No major holidays How to Apply Please include: • A brief introduction about yourself • Your experience as a Virtual Assistant • Your experience with customer service and/or phone support • To confirm you read the full job description, please start your proposal with the word “Krewe”. • Confirmation of your English fluency (spoken and written) • Your availability during U.S. Central Time (CT) business hours.