Asistente virtual bilingue Virtual assistant

Job Description:
A marketing and operations agency based in Florida, USA, is looking to add a Virtual Administrative Assistant to its team. We are seeking a proactive professional with excellent bilingual communication skills and the ability to work independently in a fully remote environment. The selected candidate will be assigned to one of our active clients in the HVAC (heating, ventilation, and air conditioning) industry.
This role combines two strategic functions essential to the daily operation:

1. Appointment Setter ? Scheduling Specialist

Contact and attend to prospects and clients via phone in both English and Spanish, with the primary goal of booking service appointments.
Qualify each service request by capturing system type, issue description, property address, and preferred service window.
Log and schedule appointments directly into the company's field management software (full training provided).
Identify and properly escalate emergency situations (no cooling, no heating, associated electrical failures).
Send appointment confirmations, reminders, and technician arrival updates to clients.
Follow up on missed calls, unanswered web forms, and pending unsold estimates.
Request Google reviews from clients after service completion.


2. General Administrative Assistant ? HVAC Back Office

Manage and update the CRM with client information, service history, and work order status.
Support the creation and delivery of invoices, payment tracking, and follow-up on outstanding balances.
Coordinate logistics with field technicians: availability, route assignment, and visit confirmation.
Handle written and verbal communication in both English and Spanish with clients, vendors, and the internal team.
Support the follow-up on preventive maintenance contracts (renewals and periodic visit scheduling).
Organize and file operational documentation: work orders, permits, and equipment warranties.
Prepare basic weekly reports on calls handled, appointments booked, and tasks completed.
Provide general administrative support as needed by the team.

Required Qualifications:

Fully bilingual: Spanish and English. Complete fluency in listening comprehension, spoken communication, and written expression in both languages. This is a non-negotiable requirement.
Excellent diction, professional tone, and strong phone communication skills.
Personal computer in good working condition (minimum 8 GB RAM, processor from the last 5 years).
Stable, high-speed internet connection (minimum 20 Mbps). Having a backup connection (mobile data or secondary provider) is a plus.
Power backup in case of outages: UPS, backup battery, or generator. This is a mandatory requirement, as the role involves real-time phone and client communication.
Quality headset with microphone for calls.
Quiet, noise-free workspace during working hours.
Proficiency in digital tools: Google Workspace (Gmail, Calendar, Drive, Sheets), WhatsApp Business, and willingness to learn field service management software (Housecall Pro, Jobber, or similar).