Admin, Customer Service & Operations Virtual Assistant

Company: MidCity Handyman & Remodeling (MHR)

About Us
MidCity Handyman & Remodeling is a trusted contractor based in New York, specializing in home repairs, remodeling, property improvements, and project management services. As we continue to grow, we are looking for a proactive, detail-oriented, and highly organized Virtual Assistant to support our operations, client communications, project coordination, and administrative processes.

This role goes beyond traditional customer support. We are looking for someone who can become a key part of our operations team and help manage the moving pieces involved in residential construction and remodeling projects.

Role Overview
The Admin, Customer Service & Operations Virtual Assistant will manage inbound and outbound communications, coordinate with clients, subcontractors, suppliers, and internal team members, and provide administrative and project support across multiple active projects.

This position requires someone who is comfortable learning construction and remodeling workflows, managing multiple priorities, and thinking critically to help keep projects organized and moving forward.

Key Responsibilities:
Customer Service & Client Communications
Handle inbound inquiries via phone, SMS, and email
Provide prompt, professional, and friendly customer support
Conduct follow-ups with clients and leads
Schedule appointments and consultations
Maintain client communication throughout active projects
Document client conversations and project updates

Administrative & Operations Support:
Manage calendars, appointments, and project schedules
Maintain organized project files and documentation
Update project management systems and CRM records
Track tasks, deadlines, and project milestones
Coordinate communication between clients, subcontractors, suppliers, and internal team members
Assist with reporting and operational tracking

Construction & Project Coordination Support:
Assist with project scheduling and coordination
Support subcontractor communications and follow-ups
Review scopes of work and project documentation
Assist with invoicing and project administration
Support estimating and takeoff-related tasks
Help identify missing project information before work begins

Post-Job Analysis & Documentation:
Conduct post-job analysis reviews
Verify project completion documentation
Organize completion photos and records
Review project outcomes against original scope
Identify lessons learned and opportunities for process improvement

Procurement & Material Support:
Assist with material sourcing and pricing
Coordinate supplier communications
Build and organize Home Depot shopping carts based on project scopes and material lists
Assist with quote requests and vendor pricing comparisons
Help ensure material lists are complete before project start

Lead Generation & Business Development Support:
Make outbound calls for appointment setting
Assist with lead follow-up campaigns
Support lead generation and prospect tracking
Occasionally perform cold calling activities
Maintain accurate lead and customer records

Qualifications:
2–3 years of experience in administrative, customer service, operations, or project coordination roles
Experience in construction, remodeling, home services, or property management preferred
Strong organizational and multitasking abilities
Excellent written and verbal English communication skills
Ability to manage multiple projects and priorities simultaneously
Strong attention to detail and follow-through
Comfortable learning new software and systems
Ability to work independently and solve problems proactively

Preferred Skills:
Experience with ClickUp, JustCall, or similar platforms
Familiarity with construction project workflows, estimation and building scope of work
Basic knowledge of takeoffs, estimating, scheduling, and invoicing
Experience coordinating subcontractors and vendors
Experience supporting project managers or construction administrators
Strong critical-thinking and problem-solving abilities

What We're Looking For:
We're looking for someone who:
Learns quickly
Thinks critically
Communicates proactively
Pays close attention to details
Can identify problems before they become issues
Takes ownership of responsibilities
Is comfortable working in a fast-moving environment with multiple ongoing projects

This role is ideal for someone who wants to grow into a larger operations, project coordination, or construction administration position over time.

What We Offer:
Fully remote position
Opportunity to grow with an expanding construction and remodeling company
Hands-on training and support
Exposure to project management, operations, estimating, scheduling, and construction administration
Long-term growth opportunities for the right candidate

How to Apply:
Please submit your full name, updated resume, and link of 1-2mins voice recording (self-introduction and why you are fit for the job)