Virtual Assistant & Administrative Coordinator (Part-Time)

We are seeking a highly organized, professional, and proactive Virtual Assistant & Administrative Coordinator to support our growing business. This role will serve as the first point of contact for prospective clients, employees, referral sources, and community partners while providing administrative, scheduling, recruiting, and payroll support.
This is a part-time remote position with the opportunity to grow into a full-time role as the company expands.
Responsibilities
* Contact prospective clients and introduce available services.
* Answer inquiries and provide accurate information regarding company services.
* Maintain detailed records of client communications and follow-up activities.
* Manage calendars, schedule appointments, meetings, and follow-up calls.
* Send appointment reminders and ensure timely communication.
* Create, organize, and maintain business documents, forms, and correspondence.
* Track client intake paperwork and application status.
* Maintain accurate client and employee databases.
* Assist with data entry, record management, and document organization.
* Answer incoming calls and emails professionally and promptly.
* Collect, verify, and track employee time records.
* Maintain payroll spreadsheets and submit payroll information accurately.
* Contact job applicants and coordinate interview scheduling.
* Track candidate progress throughout the hiring process.
* Assist with onboarding paperwork and employee documentation.
* Maintain confidentiality and professionalism when handling sensitive information.
Required Skills & Qualifications
* Excellent written and verbal English communication skills.
* Strong organizational and administrative support experience.
* Exceptional attention to detail and accuracy.
* Ability to manage multiple priorities and deadlines simultaneously.
* Strong customer service and phone communication skills.
* Proficiency with Google Workspace and Microsoft Office applications.
* Experience managing calendars, scheduling appointments, and coordinating meetings.
* Ability to work independently with minimal supervision.
* Professional, reliable, and highly accountable.
* Strong problem-solving skills and proactive mindset.
Preferred Qualifications
* Experience working in healthcare, home care, housing, social services, or human services.
* Experience with payroll processing and payroll tracking.
* Experience with recruiting, interviewing, and employee onboarding.
* Customer service or call center experience.
* Experience using CRM systems, applicant tracking systems, or project management tools.
* Familiarity with AI tools such as ChatGPT and other productivity platforms.
Equipment Requirements (Non-Negotiable)
* Reliable high-speed internet with backup options.
* Quality computer or laptop capable of handling daily administrative tasks.
* Professional-quality headset for calls and virtual meetings.
* Backup power and/or internet solution to ensure uninterrupted work.
Who Should Apply
We are looking for someone who is organized, dependable, and people-focused. The ideal candidate communicates professionally, follows through on commitments, stays ahead of deadlines, and enjoys supporting both clients and internal teams. If you are detail-oriented, proactive, and thrive in a fast-paced environment, we'd love to hear from you.