Job File Coordinator

• Answer incoming calls, handle inquiries, take messages, and direct calls to appropriate team members
• Schedule appointments and coordinate meetings based on availability and business priorities
• Maintain and organize calendars
• Organize, prioritize, and monitor incoming emails for timely follow-up and responses
• Communicate professionally with clients, team members, and other relevant parties through phone calls, emails, and messages
• Create, update, organize, and maintain job files, documents, and records
• Perform document management, filing, and general administrative recordkeeping
• Respond to customer inquiries and direct requests appropriately
• Provide audio samples of phone communication when requested for quality assurance
• Assist with additional administrative tasks to support smooth daily operations

• 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

• Fully remote work arrangement
• Full-time employment
• 40 hours per week work schedule