Bilingual VIrtual Assistant (English & Spanish)

Bilingual English and Spanish Virtual Assistant

**Company:** Top-Tier Answering Solutions
**Position:** Full-Time Bilingual Virtual Assistant
**Location:** Remote
**Schedule:** Monday to Friday, 9:00 a.m. to 5:00 p.m. Eastern Time
**Hours:** 40 hours per week
**Compensation:** CAD $500 per month
**Language Requirement:** Fluent English and Spanish

##About the Position

Top-Tier Answering Solutions is recruiting a full-time Bilingual Virtual Assistant to support one of our clients in the cleaning and property services industry.

The client is a new and growing company seeking a dependable, organized, professional, and flexible individual to assist with its startup and ongoing daily operations.

The successful candidate will be hired through Top-Tier Answering Solutions and assigned to support this client. This is a varied role involving client communication, inbound and outbound calls, employee recruitment and onboarding, virtual staff training, scheduling, invoicing support, document preparation, recordkeeping, and general operational assistance.

This position is ideal for someone who is comfortable working in a startup environment, taking initiative, and adapting as the company grows.

## Work Schedule

This is a full-time remote position consisting of 40 hours per week.

The regular schedule is:

**Monday to Friday**
**9:00 a.m. to 5:00 p.m. Eastern Time**

Candidates located in the Philippines must be comfortable working the corresponding overnight hours in their local time zone.

The schedule may occasionally change based on operational requirements. The successful applicant must be reasonably flexible and available for occasional schedule adjustments, urgent operational matters, staff training, or client needs.

## Primary Responsibilities

### Client Communication

• Answer inbound calls from prospective and existing clients
• Make outbound calls to leads, clients, employees, applicants, suppliers, and service providers
• Respond professionally to questions, service requests, and concerns
• Follow up with prospective and existing clients
• Assist with onboarding new residential, vacation rental, and commercial clients
• Collect and organize client information, service requirements, property instructions, access details, and special requests
• Confirm appointments, cleaning assignments, and service details
• Provide timely updates regarding scheduled and completed services
• Escalate complaints, emergencies, or unusual situations to management

### Employee Recruitment and Onboarding

• Communicate with applicants in English and Spanish
• Conduct initial telephone or Zoom screening interviews
• Schedule interviews with management
• Explain the hiring and onboarding process
• Collect applications, identification, agreements, and required employment documents
• Follow up regarding missing information and next steps
• Assist management with identifying qualified candidates
• Guide newly hired employees through the onboarding process
• Review company forms, agreements, policies, and workplace expectations
• Maintain accurate and confidential applicant and employee records
• Confirm that new employees are prepared for their first assignments

### Staff Training

A significant part of this role will involve conducting employee orientation and training through Zoom.

Responsibilities will include:

• Schedule and conduct virtual orientation and training sessions
• Present company policies, procedures, cleaning standards, and operational requirements
• Train staff on residential, commercial, and vacation rental cleaning procedures
• Review client-specific instructions, checklists, photographs, and reporting requirements
• Explain workplace safety, attendance, communication, customer service, and professional conduct expectations
• Answer employee questions and confirm their understanding of training materials
• Track completed training, acknowledgements, and required sign-off forms
• Conduct refresher or corrective training when procedures change or concerns arise
• Report training concerns and employees requiring additional support to management

Training materials, policies, procedures, checklists, and operational resources will be provided.

### Daily Operations and Scheduling

• Assist the owner and management team with daily business operations
• Coordinate employee availability, work schedules, and cleaning assignments
• Communicate job instructions and client requirements to cleaning staff
• Confirm that employees have received their assignments and arrived at scheduled properties
• Monitor job completion reports, photographs, checklists, and service notes
• Follow up regarding incomplete work or missing documentation
• Assist with arranging replacement staff when employees are unavailable
• Manage schedule changes, cancellations, urgent requests, and employee coverage
• Schedule interviews, Zoo ---------- etings, onboarding sessions, training, and client appointments
• Maintain company calendars and send invitations and reminders
• Communicate operational updates between management, employees, and clients
• Identify operational problems and bring them to management’s attention

### Invoicing and Recordkeeping

• Track completed cleaning services and confirm they are ready for invoicing
• Assist with preparing and sending invoices through QuickBooks
• Record client, supplier, invoice, payment, and expense information
• Monitor outstanding invoices and overdue balances
• Follow up regarding unpaid invoices when directed by management
• Track employee hours, assignments, and service completion information
• Organize receipts, expenses, supplier records, and other business documents
• Maintain spreadsheets and prepare basic operational and invoice reports
• Identify missing information or discrepancies and report them to management

### Administrative Support

• Prepare professional emails, notices, forms, checklists, letters, and internal communications
• Create and update training materials and operational documents
• Organize electronic files and confidential company records
• Maintain employee, applicant, supplier, and client information
• Enter information into spreadsheets, calendars, forms, accounting software, and other company systems
• Assist with tracking uniforms, cleaning supplies, equipment, and operational resources
• Conduct online research for suppliers, products, services, applicants, and business resources
• Help create and improve administrative and operational systems
• Perform other reasonable administrative and operational duties as assigned

## Required Software Knowledge

Applicants must have good practical working knowledge of:

### Zoom

• Scheduling and hosting meetings
• Sending invitations and meeting links
• Managing participants and meeting controls
• Sharing screens, documents, videos, and presentations
• Conducting professional interviews, onboarding sessions, and staff training

### QuickBooks

• Entering client and supplier information
• Preparing and sending invoices
• Recording payments and expenses
• Tracking outstanding invoices
• Producing basic invoice and financial reports

Experience with QuickBooks Online is preferred.

### Adobe Acrobat

• Opening, editing, combining, organizing, and converting PDF documents
• Completing and preparing fillable PDF forms
• Preparing documents for electronic signatures
• Managing confidential PDF documents securely

### Microsoft Word

• Creating, editing, and professionally formatting documents
• Preparing letters, policies, procedures, forms, notices, and training materials
• Working with tables, templates, headers, footers, and page numbering

### Microsoft Excel

• Creating and maintaining spreadsheets
• Sorting, filtering, and organizing information
• Using basic formulas and calculations
• Preparing schedules, trackers, reports, and client or employee records

### Microsoft Outlook

• Managing professional email correspondence
• Organizing inboxes, folders, contacts, and follow-up tasks
• Scheduling appointments and meetings
• Sending calendar invitations and reminders

Applicants may be asked to demonstrate their software knowledge during the selection process.

## Required Qualifications

Applicants must have:

• Fluent spoken and written English
• Fluent spoken and written Spanish
• Strong telephone, written communication, and customer service skills
• A professional and clear speaking voice
• Confidence handling inbound and outbound calls
• Confidence conducting Zoom interviews, onboarding, and training sessions
• Good working knowledge of Zoom, QuickBooks, Adobe Acrobat, Microsoft Word, Microsoft Excel, and Microsoft Outlook
• Strong organizational, time-management, and multitasking abilities
• Accurate data entry, documentation, and recordkeeping skills
• The ability to follow detailed policies, procedures, checklists, and instructions
• The ability to handle confidential employee, client, and financial information
• The ability to work independently and follow through on responsibilities
• The initiative to identify problems and suggest practical solutions
• The flexibility to accept changing responsibilities as the business grows
• Availability to work 40 hours per week during the required Eastern Time schedule

## Preferred Experience

Preference may be given to applicants with experience in:

• Virtual assistance or administrative support
• Customer service, call centre work, or inbound and outbound calling
• Employee recruitment, interviewing, onboarding, or staff training
• Scheduling, dispatching, or remote team coordination
• Cleaning, property services, hospitality, vacation rentals, or property management
• QuickBooks, invoicing, or bookkeeping support
• Supervisory or team leadership responsibilities

Previous cleaning industry experience is helpful but is not required.

## Personal Qualities

The ideal candidate will be:

• Dependable, organized, professional, and resourceful
• Patient and confident when training employees
• Comfortable communicating with clients, applicants, and staff
• Able to manage changing priorities calmly
• Willing to assist in all areas of the business
• Proactive and able to complete tasks without constant reminders
• Respectful of confidentiality and professional boundaries
• Comfortable working in a new and developing business environment

## Equipment and Technology Requirements

The successful applicant must have:

• A reliable computer capable of running all required business programs
• A professional-quality headset with a clear microphone
• A working webcam
• A stable, high-speed internet connection
• A quiet and private workspace
• Backup internet access or mobile data
• A reasonable backup plan for power interruptions

## Compensation

The compensation for this full-time remote position is:

**CAD $500 per month**

Payment details and frequency will be discussed with the successful applicant.

The compensation is for a 40-hour workweek. Applicants should carefully review the working hours, overnight schedule requirements, and compensation before applying.

## How to Apply

Interested applicants should submit:

1. A current résumé
2. A brief written introduction
3. A description of relevant administrative, customer service, onboarding, training, or operational experience
4. Details about previous experience conducting Zoo ---------- etings or staff training
5. A description of experience using QuickBooks, Adobe Acrobat, Microsoft Word, Microsoft Excel, and Microsoft Outlook
6. Current city and province in the Philippines
7. Confirmation of availability to work Monday to Friday from 9:00 a.m. to 5:00 p.m. Eastern Time
8. Confirmation that the applicant understands the position will generally require overnight working hours in the Philippines
9. Confirmation that the applicant accepts the compensation of CAD $500 per month
10. Details about computer equipment, internet connection, backup internet, and power backup arrangements
11. A short voice recording introducing themselves in English
12. A short voice recording introducing themselves in Spanish

Please use the application title:

**Bilingual Virtual Assistant Application**

Only applicants who are fluent in English and Spanish, possess the required software knowledge, and are available for the full-time schedule will be considered.

Selected applicants will be invited to a Zoom interview and may be asked to complete a short communication, administrative, software, or training assessment.