Virtual Admin Assistant

Key Responsibilities include

Insurance Adjuster Follow-Up

A significant part of this role will involve helping manage communication and follow-up with insurance adjusters.

You will

• Follow up with insurance adjusters via email and phone

• Check in regularly to make sure adjusters have the information and documentation they need

• Follow up on outstanding requests and non-responsive adjusters

• Track open items and make sure follow-ups happen consistently

• Help gather and organize requested documents

• Escalate questions, difficult conversations, negotiations, or issues that require management involvement

Project Management

• Coordinate with internal team and update project management tool (e.g., trello) for active customer projects

• Maintain spreadsheets, records, and documentation

Receipt & Expense Management

• Collect and organize receipts and expense documentation

• Follow up with team members when receipts are missing

• Organize digital records and supporting documentation

• Help create a more streamlined receipt and expense management process

• Perform accurate data entry as needed

Purchasing Support

• Review purchasing and supply lists provided by the team

• Enter requested items into websites such as lowes.com to build shopping carts

• Verify products, quantities, and other details

Networking & Event Research

• Review event calendars and identify events that meet specific criteria

• Add relevant events to Google Calendar

• Keep event and calendar information organized and up to date

Other General Administrative Support

• Perform data entry and other routine administrative tasks

• Conduct online research as requested

• Help organize and document recurring administrative processes

• Take on additional administrative responsibilities as the business grows

• Provide personal administrative support, such as trip planning and basic research

Requirements

What We're Looking For

Exceptional Attention to Detail

This is one of the most important qualities we're looking for.

You will be responsible for tracking follow-ups, documents, receipts, purchasing requests, calendars, and other administrative details. We need someone who naturally keeps things organized and makes sure nothing falls through the cracks.

Excellent English Communication

Strong written and verbal English is required.

You should be comfortable

• Writing clear, professional emails

• Communicating confidently over the phone

• Understanding instructions quickly

• Asking thoughtful questions when something is unclear

• Knowing when something needs to be escalated

Proactive & Independent

We're looking for someone who can take ownership rather than waiting to be told what to do every step of the way.

The ideal candidate will

• Keep track of their own tasks and follow-ups

• Prioritize work effectively

• Follow through until tasks are completely closed

• Anticipate upcoming needs

• Create organization around recurring processes

• Be comfortable learning new systems and workflows

Reliable & Consistent

The team needs someone they can genuinely rely on.

When something is assigned, we expect you to take ownership, complete it accurately, and communicate if there are any blockers or questions.

Qualifications

• Previous experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, Operations Assistant, or similar role

• Excellent written and spoken English is required

• Strong attention to detail and organizational skills

• Comfortable communicating by email and phone

• Experience with Google Workspace and Google Calendar

• Strong internet research and computer skills

• Comfortable with spreadsheets, data entry, and online purchasing

• Ability to manage multiple priorities and recurring follow-ups

• 5 years of experience working with a US-based company is required

• Experience in insurance, restoration, construction, property management, or home services is a plus, but not required

Working Hours

8:00 AM – 5:00 PM Central Time

The candidate must be able to consistently work these hours and remain available and responsive throughout the workday.

What Success Looks Like

The right person will become a reliable extension of the RestoPros team and help significantly reduce the owners' administrative workload, with opportunity to grow into a larger role. We are looking for someone that is career-focused, and is looking for a role for multiple years.

Success in this role means

• Insurance adjuster follow-ups happen consistently and on time

• Outstanding requests are tracked and followed through

• Receipts and expenses stay organized

• Purchasing requests are completed accurately

• Relevant networking opportunities are identified and added to the calendar

• Administrative tasks are completed without constant supervision

• Important details don't get missed

• The owners have confidence that the back-office side of the business is being handled

Benefits

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.

• Payments: All payments for your services will be handled by the client. The company is not involved in processing your payroll. Your salary will directly go to you.

• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client’s business needs and any specific policies or preferences they may have in this regard.

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Application Process

• As part of your application, you’ll be asked to record your responses to the initial interview questions through a Loom video (questions & instructions are in the application page).

• Our team will carefully review your submission, and if shortlisted, we’ll share your responses with the client for their review and next steps.

• Please treat this recording as you would a real interview:

• Come prepared and make sure you’re clearly visible on camera.

• Record your answers in a quiet, well-lit, and clutter-free space with a stable internet connection.

• We’re excited to get to know you better! Show us your personality and strengths. We encourage you to answer authentically and in your own words, without reading from a script or using AI tools.