Virtual Assistant

Employment Type: Full-Time
Working Hours: EST Time Zone

About Pavago:
We are a fast-growing company looking for an Virtual Assistant to join our client’s team. This role will focus on managing day-to-day operations ensuring smooth workflows and timely resolution of issues. The ideal candidate will be detail-oriented, with a customer service mindset and an ability to manage both internal and external communications effectively. If you’re a problem-solver who enjoys balancing multiple tasks and supporting both clients and employees, we’d love to hear from you!

Key Responsibilities:

• Client Operations: Act as the first point of contact for clients, handling inquiries and resolving issues promptly. This includes managing service changes, cancellations, and addressing any concerns or requests from clients. You’ll use an app called Swept to view and respond to messages from clients, ensuring that all their needs are met in a timely manner.
• Employee Operations: Assist in managing employee-related inquiries, particularly during the onboarding process. This includes posting job ads, sending out new hire packets, and supporting the Operations Manager with the onboarding process. Although the role won’t involve conducting interviews, you will play a key role in getting new hires set up with the materials and information they need.
• Payroll Management: Review employee hours in the Swept app, ensuring that all time worked is accurately recorded. You will submit this data for payroll processing and work with the Operations Manager to ensure that payroll is completed correctly and submitted on time.
• New Hire Onboarding: Support the onboarding process by sending out necessary materials to new hires, answering questions about company policies, and assisting with documentation and training coordination. This role will be instrumental in ensuring new hires are integrated smoothly into the team.
• Administrative Support: Handle administrative tasks related to client and employee management, including preparing documents, one-pagers, and assisting with any operational needs that arise. You’ll also support general office tasks and ensure that all operations are running efficiently.
• Email and Communication Management: Write clear, professional, and empathetic emails to clients and employees. The ability to communicate in a helpful and friendly tone is crucial, especially in addressing customer service issues and guiding new hires through their onboarding.

What Makes You a Perfect Fit:

• Detail-Oriented: Strong attention to detail is essential, especially when managing payroll, reviewing employee hours, and assisting with administrative tasks.
• Customer Service Mindset: You should enjoy working directly with clients, resolving issues, and providing exceptional customer service. Your communication should be clear and empathetic, always focused on helping clients and employees.
• Administrative Skills: Experience with administrative tasks, such as managing payroll, handling new hire documentation, and supporting the onboarding process, is essential. You should be comfortable using basic software tools for these tasks.
• Excellent Communication: Strong written communication skills are essential, particularly for crafting clear and professional emails to clients and employees. Your ability to write effectively will be crucial in providing top-notch customer service.
• Organized and Efficient: You will need to balance multiple tasks and priorities, from managing client inquiries to supporting payroll and employee onboarding. The ability to stay organized and keep track of various responsibilities is critical to success in this role.
• Adaptable: While the core responsibilities of the role are defined, you should be flexible and comfortable handling any operational needs that arise. As a key player in daily operations, you’ll need to adapt quickly to changing priorities.

Required Skills & Tools:

• Customer Service: Experience handling client inquiries and resolving issues, especially in a service-based environment.
• Administrative Skills: Proficient with basic office tools and software for managing payroll, onboarding, and communication (training will be provided for specific platforms like Swept).
• Payroll Management: Familiarity with payroll systems or the ability to quickly learn the tools and processes required for reviewing employee hours and submitting payroll.
• Communication Tools: Experience with email and messaging platforms, particularly for customer service interactions. You should be comfortable writing emails that are clear, professional, and customer-friendly.

What Does a Typical Day Look Like?

A typical day in this role involves responding to client messages and service requests, handling any issues that come up, and assisting with employee onboarding tasks. You’ll also review employee hours in the Swept app to ensure accurate payroll processing, and help prepare any administrative documents needed for day-to-day operations. Throughout the day, you’ll be managing both customer service tasks and internal operations, making sure that both clients and employees are satisfied and that everything runs smoothly.

Ready to Apply?

If you have a passion for operations, enjoy helping both clients and employees, and thrive in a detail-oriented environment, we’d love to hear from you! Apply now to join our client’s team as an Virtual Assistant and keep things running efficiently and effectively.