Executive Assistant/Job File Coordinator

Job File Coordinator

Employment Type: Full-Time
Work Arrangement: Fully Remote
Work Schedule: 40 hours per week
Time Zone: Central Time (U.S.)

About the Role

One of our clients is seeking a detail-oriented and organized Job File Coordinator to support the day-to-day administrative operations of a U.S.-based client. The ideal candidate will have strong communication and organizational skills, with the ability to manage phone calls, coordinate appointments, maintain records, and ensure job files and documentation are accurate, complete, and well-organized.

Key Responsibilities

• Phone and Call Management: Answer incoming calls, handle inquiries, take messages, and direct calls to the appropriate team members.
• Appointment Scheduling: Schedule appointments and coordinate meetings based on availability and business priorities.
• Calendar Management: Maintain and organize calendars, ensuring appointments and meetings are scheduled accurately.
• Email Management: Organize, prioritize, and monitor incoming emails to ensure timely follow-up and responses.
• Communication Coordination: Communicate professionally with clients, team members, and other relevant parties through phone calls, emails, and messages.
• Job File Administration: Create, update, organize, and maintain job files, documents, and records to ensure information is accurate and accessible.
• Recordkeeping and Filing: Perform general administrative duties, including document management, filing, and maintaining organized records.
• Customer Support: Respond to inquiries professionally and ensure requests are handled efficiently or directed to the appropriate person.
• Quality Assurance: Provide audio samples of phone communication when requested to support quality assurance and evaluate communication standards.
• General Administrative Support: Assist with additional administrative tasks as needed to support smooth daily operations.

Requirements

• At least 3 years of professional experience in an administrative, coordination, customer service, or virtual assistant role supporting a U.S.-based company.
• Previous experience in the cleaning, restoration, construction, property services, insurance, or home-services industry is strongly preferred.
• Experience maintaining job files, service records, project documentation, or other operational business records is an advantage.
• Familiarity with coordinating service appointments, managing customer inquiries, tracking job progress, and following up on outstanding tasks is desirable.
• Excellent written and verbal English communication skills, with a professional phone manner and clear pronunciation.
• Strong organizational skills and exceptional attention to detail.
• Experience managing business emails, calendars, appointments, and digital documentation.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, and familiarity with Google Workspace.
• Ability to manage multiple priorities, meet deadlines, and maintain accurate records in a fast-paced environment.
• Strong problem-solving skills, initiative, accountability, and the ability to work independently.
• Ability to communicate professionally with customers and remain calm when handling challenging inquiries.
• Reliable internet connection and a suitable home workspace.