Office Administrative Assistant

Upgrade Home Services is a heating and air conditioning company serving residential and commercial customers. We're looking for a dependable, organized Virtual Assistant to help manage the administrative operations . Responsibilities | Answer incoming calls, emails, and texts from customers | Schedule and confirm service appointments; manage technician calendars | Prepare and send quotes/estimates | Create and send invoices; follow up on outstanding payments | Update customer records and job status in our CRM/scheduling software | Coordinate parts/equipment orders with vendors and suppliers | Send appointment reminders and follow-up messages to customers | Assist with basic bookkeeping/data entry as needed | Handle general inbox and calendar management | Pull city/county permits for HVAC jobs (research requirements, submit applications, track approval status) | Upload and organize job site photos (before/after, equipment installs) into the CRM or shared drive | Post updates, promotions, and job photos to social media (Facebook, Instagram, Google Business Profile) | Request customer reviews after completed jobs (Google, Yelp, Facebook) and follow up on review links Requirements | Excellent written and spoken English . Able to work independently and follow SOPs | Strong organizational skills and attention to detail | Comfortable with phone/email customer communication | Experience with scheduling tools, CRMs, or field service software (e.g., ServiceTitan, Housecall Pro) is a plus - willing to train the right person | Reliable high-speed internet and a quiet home workspace | Prior experience in home services, HVAC, or a trades business is a bonus, not required Nice to Have | Experience with invoicing. | Familiarity with U.S. business hours and customer expectations | Experience pulling municipal/city permits or working with permitting portals | Comfortable managing a Google Business Profile and posting on Facebook/Instagram | Basic photo editing/organizing skills (resizing, light editing, folder organization)