Administrative Assistant

Position: Administrative Assistant (2 Positions, Fully Remote)

*Philippines based candidates only

Our client, a growing dog grooming business is looking for two experienced administrative assistants, strong in operations and customer support, to share the following dedicated hours, 7 days/week 8am-10am USA PDT and 4pm-6pm USA PDT (hours will increase as business grows).

Responsibilities and tasks

First-Time Client Engagement:

• Promptly respond to new client inquiries via phone, text, and email
• Clearly explain client’s services, offerings, and pricing in a friendly, confident manner
• Gather key information (pet details, preferences, schedule needs, location specifics) and document thoroughly in CRM
• Assist with onboarding, app setup, and account creation

Scheduling & Coordination:

• Assist in booking pet care appointments and assigning team members
• Maintain and adjust the service calendar daily for accuracy and efficiency
• Ensure notes and instructions for each visit are up-to-date and clearly communicated to the assigned staff

Reminders & Communication:

• Send weekly appointment reminder emails or texts to clients
• Send day-before reminders for all scheduled appointments
• Follow up with client’s post-service for feedback or review requests as needed

General Administrative Support:

• Respond to internal team messages and client questions throughout the day
• Support billing, invoicing, and client payment tracking
• Help maintain documentation, templates, and SOPs for the admin team
• Assist with light marketing tasks, including managing email campaigns and social posts when needed

Must have requirements (no exceptions)

• IMPORTANT: A love for pets and an understanding of the importance of personalized care
• IMPORTANT: Perfect English verbal and written communication skills with a warm and professional tone
• IMPORTANT: Two administrative assistants will share the following dedicated hours, 7 days/week 8am-10am USA PDT and 4pm-6pm USA PDT. *Hours will increase as business grows
• Previous experience in an administrative, customer service, or scheduling role
• Strong attention to detail, especially when documenting client and pet information
• Comfort using or learning digital tools (ex: pet-care CRM, Google Workspace, and Constant Contact)
• Ability to work independently, problem-solve, and manage time efficiently

Culture is everything at Portland Outsource. We are looking for humble reliable professionals who treat our teammates and clients with respect. We want individuals with high integrity who care about giving back to their communities.

If you are interested in joining our team, please immediately send your resume with a message clearly stating with examples why you have the skills and experience required for the role, and your hourly expectations.

Only serious and qualified candidates, please.

Apply Now. Send your resume and hourly rate.