Remote Administrative Assistant / Operations Coordinator

(U.S.-Based Home Services Company – Window Cleaning & Pressure Washing)

About the Role

We are a growing U.S.-based home services company specializing in residential and commercial window cleaning and pressure washing. We are looking for a reliable, detail-oriented Administrative Assistant / Operations Coordinator to help manage scheduling, customer communication, sales support, and day-to-day operations.

This is a long-term, part-time remote role with the opportunity to grow in hours and responsibility as the business scales.

You will work closely with the owner, sales team, and field crews to keep schedules full, customers informed, and operations running smoothly.

Key Responsibilities

Own residential and commercial job scheduling, routing, confirmations, reschedules, and waitlist management
Proactively manage the service calendar, including weather monitoring, route efficiency, and last-minute adjustments
Handle all inbound and outbound customer communication via phone, text, and email
Build, send, and follow up on residential quotes and assist with commercial quoting and pending opportunities
Support the sales team by coordinating schedules, entering jobs, tracking activity, and following up on unbooked or ghosted quotes
Manage commercial accounts, including recurring schedules, approvals, start dates, and ongoing coordination
Handle invoicing, payment tracking, overdue follow-ups, and syncing records with bookkeeping software
Request, monitor, and respond to customer reviews and flag service issues for immediate follow-up
Execute marketing operations tasks such as email list management, campaign scheduling, lead source tracking, and yard sign tracking
Create and maintain neighborhood playbooks to support sales efforts and efficient routing
Communicate daily schedules, job notes, and changes with field crews and track availability or call-offs
Prepare and maintain weekly dashboards covering revenue, jobs (residential, commercial, pressure washing), hours worked, cancellations, and sales performance
Maintain internal systems, checklists, dashboards, onboarding paperwork, and standard operating procedures

Required Skills & Qualifications

Strong written and spoken English (must be comfortable on phone calls with U.S. customers)
Excellent organization and time-management skills
Comfortable managing calendars, schedules, and multiple priorities at once
Strong customer service mindset and professional communication style
Experience with administrative support, operations coordination, or virtual assistant roles
Comfortable using CRMs, spreadsheets, and online tools (training provided where needed)
Reliable internet connection and ability to work independently
Calm under pressure and able to handle last-minute schedule changes

Nice to Have (Not Required)

Experience supporting sales teams or service-based businesses
Experience with scheduling/dispatching for home services
Familiarity with invoicing or basic bookkeeping processes
Experience working with U.S.-based clients

Hours & Compensation

Part-time: approximately 10–15 hours per week to start
Expected to grow to 15–25 hours per week as the season ramps up
Hourly pay: Competitive and based on experience
Schedule: Some overlap with U.S. Eastern Time business hours is required

Why This Role Is a Good Fit

Long-term, stable work (not a short-term gig)
Clear responsibilities and expectations
Opportunity to grow with the company
Direct communication with ownership (not a task-only role)
Real operational impact — your work directly affects revenue and customer experience

How to Apply

Please include:

A brief introduction about yourself
Your experience with administrative or operations support
Your availability (hours per week and time zone)
Confirmation that you are comfortable speaking with U.S.-based customers in English
A recording of you explaining why you feel you'd be a great fit for this role.

Gapstow

Gapstow

Gapstow