Virtual Assistant

Position: Virtual Assistant – Staffing & Operations

Location: Remote

Job Type: Full -Time, Independent Contractor

Work Schedule: 40hrs/week, 8:00 AM – 6:00 PM EST / 9:00 AM – 4:00 PM EST

Who we are:

E2C International is a US-based company committed to providing a variety of cost-efficient, professionally trained, motivated remote workers for individuals and their organizations so they can focus on growing their businesses. We pride ourselves in assisting companies in reducing costs and increasing efficiency, leading to massive growth. Our strength comes from our global community and our power is driven by leveraging that to connect our clients with top talent worldwide.

Job Purpose and Role

We are seeking an experienced Virtual Assistant who owns the full pipeline of getting cleaning crews in place and on the job. It splits into two connected halves: sourcing, screening, and onboarding subcontractor cleaners so the business always has capacity to take on new work, and then dispatching and confirming those subcontractors against actual booked jobs so every appointment is fully staffed and shows up on time. This person is the operational backbone connecting recruiting to execution.

Key Responsibilities:

Subcontractor Recruiting & Staffing

• Monitor Facebook Messages for replies from prospective cleaners and respond to move them into direct outreach.
• Add new candidates to Quo, send the standard outreach script, and monitor for replies.
• Conduct initial screening conversations with candidates over Quo using the standard interview script.
• Post and manage the cleaning job listing on Indeed (free tier only), and review new applications and resumes daily.
• Log every candidate in the Subcontractor Master Database (Google Drive) with status, rank, contact details, and source.
• Move each candidate through the pipeline — Contacting for Interview, Interview Completed, Agreement/Documents Requested, Everything Signed and Received — updating status in real time.
• Collect required documentation (subcontractor agreement, W-9, proof of insurance, ID) and follow up persistently until complete.
• Move fully onboarded candidates to the Dispatch Ready tab so Operations can deploy them; close out unresponsive or uninterested candidates.
• Treat recruiting as always-on: keep maximizing the number of candidates sitting in Dispatch Ready status.

Job Scheduling, Dispatch & Client Communication

• Process newly closed customers by entering their information into Jobber and reviewing the requested on-site date/time.
• Work down the Dispatch-Ready subcontractor list to find and confirm a cleaner for each new job, sharing date, scope, and price.
• Build and save the job in Jobber once a subcontractor confirms, assigning them and attaching full job/address details.
• Run the subcontractor confirmation cadence leading up to the job (ongoing check-ins, then formal confirmations at 72/48/36/24 hours, plus day-of check-ins).
• Send periodic reminder emails to clients confirming their appointment is on track.
• Own the outcome: the confirmed subcontractor shows up on time and ready to perform the job.

Qualifications:

• Strong written and verbal communication; comfortable making outbound calls/texts to candidates and subcontractors
• Highly organized with disciplined CRM/database hygiene — no batching updates
• Persistent, proactive follow-up style; doesn’t let leads or candidates go cold
• Comfortable working across Jobber, Quo, Facebook, Indeed, and Google Drive simultaneously
• Prior recruiting, staffing, dispatch, or scheduling experience preferred

Tools:

• Jobber — client records, job scheduling, dispatch
• Quo — candidate texting/CRM
• Facebook Messages & Indeed — recruiting channels
• Google Drive — Subcontractor Master Database, recruiting scripts, job description templates