Female Virtual Assistant

Company: Y&B Roofing
Position: Female Virtual Assistant
Location: Remote / Work From Home
Employment Type: Full-Time / Part-Time / Independent Contractor

About Y&B Roofing

Y&B Roofing is a growing roofing company serving homeowners and commercial clients. We are looking for a highly organized, detail-oriented, tech-savvy Female Virtual Assistant to join our team and help keep our administrative and customer-service operations running smoothly.

This is a key role for someone who is proactive, dependable, organized, comfortable with technology, and able to manage multiple tasks without constant supervision.

Core Objective

Your main objective will be to keep the administrative pipeline moving from the moment a lead comes in through scheduling, production, invoicing, payment collection, customer follow-up, and review management.

You will work closely with customers, sales representatives, project managers, field crews, vendors, insurance adjusters, and management.

Key Responsibilities
1. Lead Response & Appointment Scheduling
Answer inbound phone calls, live chats, and email s professionally and promptly.
Respond to new leads and customer inquiries.
Qualify incoming leads and collect the necessary customer and property information.
Schedule roof inspections, estimate appointments, and follow-up calls.
Confirm appointments and communicate schedule changes.
Make sure no lead or customer inquiry is overlooked.
2. CRM & Job File Management
Maintain accurate and organized customer and job records.
Update job files, customer information, notes, tasks, and project statuses.
Work with roofing industry platforms such as JobNimbus or AccuLynx.
Keep CRM information clean, complete, and up to date.
Track follow-ups and outstanding tasks.
3. Estimating & Proposals
Assist with processing aerial roof measurements.
Help prepare and organize digital estimates.
Assist with creating and sending proposals and contracts.
Follow up with customers regarding estimates and proposals.
Ensure documents are properly organized and sent on time.
4. Insurance & Claims Support
Communicate and coordinate with insurance adjusters when needed.
Follow up on open insurance claims and supplements.
Track claim status and outstanding documentation.
Assist with coordinating mortgage company endorsement processes.
Maintain organized records of claim-related communications and documents.
5. Production & Material Coordination
Assist with scheduling roofing crews and production activities.
Communicate with vendors regarding materials and delivery schedules.
Track material orders and deliveries.
Coordinate job logistics with project managers and field crews.
Communicate important schedule or material updates to the appropriate team members.
6. Invoicing & Payment Follow-Up
Prepare and send digital invoices.
Follow up with customers regarding outstanding balances.
Process customer payments using company-approved systems.
Keep payment and invoice records organized.
Assist with final job closeout procedures.
7. Customer Follow-Up & Review Management
Follow up with customers after completed projects.
Confirm customer satisfaction and identify any outstanding concerns.
Request Google reviews from satisfied customers.
Track review requests and responses.
Help maintain a positive customer experience from the first call through project completion.
Experience Requirements
Proven experience in remote administrative support, customer service, virtual assistance, data entry, or office administration.
Previous experience in roofing, construction, insurance, home services, or property-related industries is strongly preferred.
Experience working with multiple departments or coordinating projects is a plus.
Software & Technology Requirements

You should be comfortable learning and using multiple software platforms, including:

JobNimbus
AccuLynx
QuickBooks
Slack
Zoom
CRM and scheduling platforms
Google Workspace / Microsoft Office

Email and web-based applications

You don't need to know every platform listed above, but you must be tech-savvy, comfortable learning new software, and able to work efficiently across multiple systems.

Communication Requirements
Excellent spoken and written English.
Professional and friendly communication style.
Strong customer-service skills.
Excellent phone etiquette.
Strong attention to detail when documenting information.
Bilingual English/Spanish is a major plus, especially for crew and customer coordination.
Ideal Candidate

We are looking for someone who is:

Highly organized
Extremely detail-oriented
Tech-savvy
Proactive and self-motivated
Reliable and dependable
A fast learner
Excellent at multitasking
Strong at following up
Comfortable working independently
Professional and customer-focused
Able to prioritize tasks without constant supervision
Calm and solution-oriented under pressure
This role is NOT for you if:
You need constant supervision to stay productive.
You frequently miss deadlines or forget follow-ups.
You are uncomfortable making phone calls.
You are not comfortable learning new software.
You have difficulty multitasking.
You are not detail-oriented.
What Success Looks Like

A successful VA at Y&B Roofing will help ensure:

New leads are contacted quickly.
Appointments are scheduled correctly.
CRM records are accurate and organized.
Estimates and contracts are sent on time.
Insurance claims and supplements are properly followed up.
Crews and materials are coordinated efficiently.
Invoices and payments are followed up on.
Customers receive excellent communication.
Satisfied customers are consistently asked for Google reviews.
Management can trust that important tasks are being tracked and completed.
How to Apply

Please send us:

Your resume/CV.
A brief introduction about yourself.
Your previous experience as a Virtual Assistant, Customer Service Representative, Administrative Assistant, or similar role.
Any experience you have with roofing, construction, insurance claims, or home-service companies.
A list of CRM, scheduling, communication, estimating, or billing software you have used.
Your availability and preferred working hours.
Your expected hourly or monthly rate.
Your English proficiency level.
Whether you speak Spanish.

Important: Please begin your application with the word "Y&B" so we know you carefully read the entire job description.

We are looking for someone who wants to grow with a growing company and become an important part of the Y&B Roofing team.