Virtual Operations Coordinator

Full-Time | 40 Hours per Week | U.S. Eastern Time
We are a growing tree-service company seeking a highly organized, proactive Virtual Operations Coordinator to support our day-to-day operations. This position combines customer scheduling, bookkeeping administration, fleet coordination, and invoicing.
You will work closely with the owner and field crew to keep the schedule accurate, customers informed, financial transactions properly classified, vehicles maintained, and invoices sent promptly.
Work Schedule
40 hours per week
Must work during U.S. Eastern Time business hours
Monday through Friday
Consistent attendance and availability during scheduled hours are required
Primary Responsibilities
QuickBooks Administration
Review transactions in QuickBooks Online and ensure each transaction is properly classified
Match transactions to the appropriate vendor, account, customer, or job
Identify unclear or unusual transactions and prepare a concise exception list for the owner
Attach receipts and supporting documentation when available
Assist with routine reconciliations and month-end reporting
Help ensure financial information in QuickBooks aligns with completed work and invoices in ArboStar
Customer Inquiries and Scheduling
Respond promptly and professionally to new inquiries received by phone, email , text, or website
Enter complete and accurate customer information into ArboStar
Schedule estimates, jobs, and follow-up appointments
Maintain the daily and weekly crew schedule in ArboStar
Confirm appointments and communicate schedule changes to customers and crew members
Coordinate around job duration, crew availability, equipment needs, location, and travel time
Monitor the schedule throughout the day and help resolve conflicts or delays
Ensure customer notes, job details, photos, and special instructions are recorded accurately
Fleet and Maintenance Coordination
Maintain accurate vehicle and equipment records in ArboStar’s fleet-management system
Track preventive-maintenance schedules, inspections, registrations, and service due dates
Schedule maintenance in ArboStar and directly with mechanics or other maintenance vendors
Update equipment status when vehicles or equipment enter and leave the shop
Notify the owner and crew of equipment availability or downtime
Maintain service records, invoices, and supporting documentation
Follow up with vendors to confirm appointments and expected completion dates
Escalate overdue maintenance, safety concerns, and unexpected repair costs
Invoicing
Review completed jobs to confirm that required information is available
Prepare and send customer invoices promptly
Verify that invoice amounts, customer information, job details, and payment terms are accurate
Confirm invoices are recorded correctly in ArboStar and QuickBooks
Identify completed jobs that have not yet been invoiced and follow up internally
Provide the owner with a regular report of invoice exceptions or unresolved issues
Qualifications
Required
Experience using QuickBooks Online
Experience scheduling appointments, technicians, crews, or field-service work
Strong spoken and written English
Professional and confident customer communication
Excellent attention to detail and follow-through
Ability to prioritize multiple time-sensitive responsibilities
Comfortable learning and working extensively in ArboStar
Reliable computer, high-speed internet, and quiet workspace
Availability to work full-time during U.S. Eastern Time hours
Preferred
Experience supporting a home-service, landscaping, tree-service, construction, or other field-service business
Experience coordinating multiple crews, vehicles, or pieces of equipment
Experience with invoicing and bookkeeping reconciliation
Familiarity with fleet maintenance, preventive-maintenance schedules, or service vendors
Experience working directly with U.S.-based customers and business owners
What Success Looks Like
Customer inquiries receive prompt responses
The ArboStar schedule is complete, current, and accurate
Customers and crews are informed of changes
Preventive maintenance is scheduled before it becomes overdue
Completed jobs are invoiced promptly and accurately
QuickBooks transactions are classified consistently
Exceptions are identified early and communicated clearly
The owner can rely on ArboStar and QuickBooks as accurate sources of information
How to Apply
Please submit:
Your résumé
A brief written summary of your experience with QuickBooks and service-business scheduling
A link to a 2–3 minute introduction video
In your video, please answer the following questions:
What experience do you have using QuickBooks Online?
Have you scheduled technicians, crews, appointments, or service jobs? Please describe the business and your responsibilities.
How would you handle a situation in which an urgent customer request conflicts with an already-full crew schedule?
What hours can you consistently work in U.S. Eastern Time?
Why do you believe you would be effective in this role?
Please begin your written application with the words “ArboStar Operations” so we know you read the complete job description.