Virtual Customer Operations Coordinator

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: TYPE OF WORK

Full Time

: SALARY

$4

: HOURS PER WEEK

40

: DATE UPDATED

Sep 30, 2026

JOB OVERVIEW

We are seeking a detail-oriented Virtual Administrative Assistant to support customer information management, scheduling, phone communications, and coordination between D-Tools and Pro-Vision’s CRS system. A key responsibility of this role will be working with the Pro-Vision team to ensure customer information from D-Tools is accurately transferred into their CRS system. The assistant will help gather, organize, verify, and communicate the necessary customer information so that both systems remain current and workflows move efficiently. The ideal candidate is organized, professional on the phone, comfortable working across multiple software platforms, and able to follow detailed processes with a high level of accuracy.

Requirements
Strong written and verbal English communication skills
Professional telephone etiquette
Excellent organizational and time-management skills
Strong attention to detail and accuracy
Comfortable working in multiple software systems throughout the day
Ability to learn new systems and workflows quickly
Ability to compare information across multiple platforms and identify discrepancies
Strong follow-up and task-management skills
Ability to prioritize multiple responsibilities and follow through to completion
Strong customer-service skills
Ability to work independently while communicating effectively with internal and external teams
Previous experience as a virtual assistant, administrative assistant, receptionist, customer-service representative, or project coordinator
Experience with scheduling and appointment coordination
Experience working with CRM or CRS platforms
Experience with D-Tools is preferred
Experience coordinating information between two software systems or between internal and external teams is highly desirable
Experience working with service-based businesses is a plus
Responsibilities
Work within D-Tools to locate and review customer information
Gather customer information required by Pro-Vision for entry into their CRS system
Communicate and coordinate with the Pro-Vision team to facilitate the transfer of customer information from D-Tools into the CRS
Verify that information being transferred is complete, accurate, and up to date
Identify missing, incomplete, or conflicting customer information and obtain clarification as needed
Follow up with Pro-Vision when customer records are pending or require additional information
Help maintain consistency between D-Tools and the Pro-Vision CRS system
Document the status of customer information transfers and outstanding items
Escalate discrepancies or workflow issues when appropriate
Schedule and confirm customer appointments
Coordinate appointments based on team and technician availability
Reschedule or cancel appointments as needed
Maintain accurate calendars and scheduling information
Communicate appointment details and changes to customers and internal team members
Follow up on pending scheduling requests
Answer incoming calls professionally and courteously
Assist customers with general questions and scheduling needs
Route calls or messages to the appropriate team member when needed
Document customer communications accurately
Make outbound calls for appointment confirmations, follow-up, and other assigned tasks
Maintain a professional and positive customer experience
Enter and update customer and project information in D-Tools as assigned
Review records for accuracy and completeness
Assist with maintaining organized customer and project records
Coordinate information between D-Tools, Pro-Vision, scheduling systems, and other internal platforms
Follow established procedures for data entry and documentation
Monitor assigned tasks and follow up on incomplete items
Maintain organized electronic records
Perform accurate data entry
Assist with email and administrative communication

How to Apply
1. Copy and paste this link into a browser
----------
3. Click on “Apply Now”
4. Upload your resume
5. Click on “Parse Resume with AI”
6. Upload your video introduction
7. Click “Submit Application”

SKILL REQUIREMENT

Administrative Management Customer Support Management Data Entry

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Virtual Customer Operations Coordinator

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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