Virtual Assistant - US Cleaning Co, AI-Savvy, 9-5 EST

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: TYPE OF WORK

Full Time

: SALARY

$5/hour

: HOURS PER WEEK

40

: DATE UPDATED

Sep 20, 2026

JOB OVERVIEW

READ THIS FIRST

This is our FIRST hire. There is no existing admin to shadow and no training department. You will be the only person besides the owners touching the daily operation.

If you want a role where someone hands you a task list every morning, this is not it. If you want to OWN the admin function of a growing US business and build the systems yourself, keep reading.

We are Clever Cleaners, a residential cleaning company in South Florida. Customers book cleanings, cleaners go clean them, and a hundred small things have to happen correctly in between. Your job is to make sure every one of those things happens without the owners having to chase it.

SCHEDULE: Monday to Friday, 9:00 AM - 5:00 PM US Eastern (9:00 PM - 5:00 AM Manila). Weekends OFF.
PAY: $5/hour, 40 hours/week. Paid via Wise, semi-monthly.
TRIAL: Paid 30-day trial, then 30/60/90-day reviews before permanent. Performance review and raise conversation at 6 months.

------------------------------

WHAT YOU WILL ACTUALLY DO

CUSTOMER SERVICE AND COMMUNICATION
- Answer customer calls, texts, and emails during EST business hours
- Respond to inbound leads fast - our target is under 15 minutes during business hours
- Send quotes and follow up on quotes that have not been answered
- Confirm every job with both the customer and the cleaner
- Handle quality complaints: apologize properly, schedule the redo, escalate to the owners when a refund is on the table
- Request reviews after completed jobs and follow up on reputation
- Re-engage past customers and keep recurring customers on the calendar

SCHEDULING AND CLEANER COORDINATION
- Build and maintain the daily and weekly schedule
- SAME-DAY CANCELLATIONS - rebook the customer and find replacement coverage for the cleaner
- CLEANER NO-SHOWS - run the escalation protocol, find coverage, notify the customer before they notice
- Track cleaner availability, territory coverage, and gaps in recurring schedules
- Send cleaners job details, access instructions, and special customer requests
- Manage entry codes, lockbox info, and key handoffs - securely, documented, never in a group chat

OPERATIONS AND ADMIN
- Keep the CRM, scheduling system, and spreadsheets accurate and current
- Support new cleaner onboarding: collect paperwork, track documents, chase what is missing
- Collect and file before/after photos and completed job checklists
- Basic invoicing and payment follow-up
- Maintain task lists, follow-up queues, and internal records
- WRITE AND MAINTAIN OUR SOPs so the process lives in a document, not in your head

OUR TOOLS
- CRM and email: Loops
- Phone and texting: Quo
- Plus Google Workspace and spreadsheets daily

You do not need prior experience in Loops or Quo specifically. You need to be the kind of person who learns a new tool in a day and then documents it for the next person.

------------------------------

AI AND TECH PROFICIENCY - REQUIRED

This is not a "nice to have." Do not apply if this section does not describe you.

- You use an AI assistant (ChatGPT, Claude, or similar) HANDS-ON, DAILY - drafting customer replies, summarizing long threads, cleaning up spreadsheets
- You write clear prompts and you CHECK THE OUTPUT before it reaches a customer. Our messages must never sound AI-written. AI is your drafting tool, not your voice
- You are comfortable with automation / workflow tools (Zapier, Make, or similar) and can build or fix a simple automation
- You can write an SOP that another person could follow without asking you questions
- You learn new software quickly - we will not be able to hand-hold you through it

------------------------------

EXPERIENCE BAR

- 2+ YEARS as a VA or admin for a US-BASED SERVICE BUSINESS (home services, trades, cleaning, HVAC, landscaping, property management - anything with crews and schedules)
- You have been THE ONLY ADMIN somewhere before, or you are ready to be
- You have OWNED A FUNCTION END TO END - not just completed tasks someone else assigned you
- Excellent written and spoken English, neutral accent, confident on the phone with US customers
- SPANISH IS A PLUS, NOT A REQUIREMENT. Strong English is what matters. Several of our cleaners speak Spanish, so even basic conversational Spanish is useful. If you have any, say so honestly in your application

------------------------------

SKILLS TEST (part of hiring - paid)

Everyone who reaches the final round does a live working session:

1. MOCK UPSET CUSTOMER TEXT - the cleaner missed the baseboards and the customer is angry. Write the reply.
2. DOUBLE-BOOKED SCHEDULE CONFLICT - two jobs, one cleaner, both customers expecting 10 AM. Solve it.
3. AI-ASSISTED DATA CLEANUP - a messy customer spreadsheet. Clean it, and show us how you used AI to do it.

We are grading judgment, not speed.

------------------------------

WHAT SUCCESS LOOKS LIKE (how you will be measured)

- Inbound lead response time under 15 minutes during business hours
- 100% of next-day jobs confirmed with both customer and cleaner 24 hours ahead
- ZERO UNSTAFFED JOBS - every scheduled job has a confirmed cleaner
- 90%+ monthly retention of recurring customers
- Every quote followed up within the agreed window
- SOPs written and current for every process you own

------------------------------

AUTHORITY LIMITS

Clear boundaries so you never have to guess:

- You CANNOT issue discounts, refunds, or credits above a set dollar amount without owner approval
- You CANNOT set, negotiate, or discuss cleaner pay with anyone
- You CANNOT make hiring or firing decisions
- You CANNOT commit to service outside our standard scheduling windows without approval

Everything else inside your function, you run.

------------------------------

REQUIREMENTS AND TERMS

SETUP YOU MUST ALREADY HAVE
- Reliable computer (not a phone-only setup)
- Stable primary internet, minimum 25 Mbps, plus a BACKUP CONNECTION (second ISP or mobile data)
- BACKUP POWER - UPS or battery, enough to finish a call and hand off cleanly
- Quiet, private workspace - no background noise during customer calls
- Quality noise-cancelling headset

TERMS
- Independent contractor, $5/hour, 40 hours/week
- Paid via Wise, semi-monthly
- Paid 30-day trial, then 30/60/90-day reviews before permanent
- Performance review and raise conversation at 6 months
- We follow the US HOLIDAY CALENDAR, not the PH calendar. Discussed and planned in advance
- BACKGROUND CHECK, NDA, AND CONFIDENTIALITY AGREEMENT REQUIRED. You will hold customer home addresses, entry codes, and lockbox information. This is non-negotiable and we take it seriously
- You may not work for a competing cleaning or home-service company while working with us

------------------------------

WHY THIS ROLE IS WORTH TAKING

- You are hire #1. The systems you build are the systems this company runs on
- Direct access to the owners - no middle management, no bureaucracy
- Weekends genuinely off, on a US-hours schedule
- Long-term role. We are building a team, and the person who owns admin well is first in line to own operations
- Raise reviewed at 6 months based on the targets above, not on how long you have been here
- We actually want you using AI. Most clients are afraid of it. We are not

------------------------------

HOW TO APPLY

Applications that skip these steps are deleted without reading. This is the first test.

1. Start your message with: CLEVER - [your first name]

2. Answer in your own words, briefly:
- Describe one process you documented yourself and what problem it solved
- Tell me about a time you were the only admin and something broke. What did you do?
- What AI tool do you use daily, and what is one specific thing you used it for last week?
- Do you speak any Spanish? Rate yourself honestly: none / basic / conversational / fluent

3. Attach a 60-90 SECOND VOICE RECORDING introducing yourself in English. Phone work is part of this role

4. Include your OnlineJobs.ph DISC and IQ test results

5. Confirm you can work 9 AM - 5 PM US Eastern time

DO NOT APPLY IF: you are juggling multiple clients and this would be a side gig, you need a daytime PH schedule, you have never worked with a US business, or you have no hands-on AI experience.

SKILL REQUIREMENT

Customer Support Office and Administration Appointment Setting

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Virtual Assistant - US Cleaning Co, AI-Savvy, 9-5 EST

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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