Bilingual English and Spanish Virtual Assistant

Company:** Top-Tier Answering Solutions Position:** Full-Time Bilingual Virtual Assistant Location:** Remote Schedule:** Monday to Friday, 9:00 a.m. to 5:00 p.m. Eastern Time Hours:** 40 hours per week Compensation:** CAD $500 per month Language Requirement:** Fluent English and Spanish

##About the Position

Top-Tier Answering Solutions is recruiting a full-time Bilingual Virtual Assistant to support one of our clients in the cleaning and property services industry.

The client is a new and growing company seeking a dependable, organized, professional, and flexible individual to assist with its startup and ongoing daily operations.

The successful candidate will be hired through Top-Tier Answering Solutions and assigned to support this client. This is a varied role involving client communication, inbound and outbound calls, employee recruitment and onboarding, virtual staff training, scheduling, invoicing support, document preparation, recordkeeping, and general operational assistance.

This position is ideal for someone who is comfortable working in a startup environment, taking initiative, and adapting as the company grows.

Work Schedule

This is a full-time remote position consisting of 40 hours per week.

The Regular Schedule Is

Monday to Friday

9:00 a.m. to 5:00 p.m. Eastern Time

Candidates located in the Philippines must be comfortable working the corresponding overnight hours in their local time zone.

The schedule may occasionally change based on operational requirements. The successful applicant must be reasonably flexible and available for occasional schedule adjustments, urgent operational matters, staff training, or client needs.

Primary Responsibilities

Client Communication

Answer inbound calls from prospective and existing clients Make outbound calls to leads, clients, employees, applicants, suppliers, and service providers Respond professionally to questions, service requests, and concerns Follow up with prospective and existing clients Assist with onboarding new residential, vacation rental, and commercial clients Collect and organize client information, service requirements, property instructions, access details, and special requests Confirm appointments, cleaning assignments, and service details Provide timely updates regarding scheduled and completed services Escalate complaints, emergencies, or unusual situations to management

Employee Recruitment and Onboarding

Communicate with applicants in English and Spanish Conduct initial telephone or Zoom screening interviews Schedule interviews with management Explain the hiring and onboarding process Collect applications, identification, agreements, and required employment documents Follow up regarding missing information and next steps Assist management with identifying qualified candidates Guide newly hired employees through the onboarding process Review company forms, agreements, policies, and workplace expectations Maintain accurate and confidential applicant and employee records Confirm that new employees are prepared for their first assignments

Staff Training

A significant part of this role will involve conducting employee orientation and training through Zoom.

Responsibilities Will Include

Schedule and conduct virtual orientation and training sessions Present company policies, procedures, cleaning standards, and operational requirements Train staff on residential, commercial, and vacation rental cleaning procedures Review client-specific instructions, checklists, photographs, and reporting requirements Explain workplace safety, attendance, communication, customer service, and professional conduct expectations Answer employee questions and confirm their understanding of training materials Track completed training, acknowledgements, and required sign-off forms Conduct refresher or corrective training when procedures change or concerns arise Report training concerns and employees requiring additional support to management

Training materials, policies, procedures, checklists, and operational resources will be provided.

Daily Operations and Scheduling

Assist the owner and management team with daily business operations Coordinate employee availability, work schedules, and cleaning assignments Communicate job instructions and client requirements to cleaning staff Confirm that employees have received their assignments and arrived at scheduled properties Monitor job completion reports, photographs, checklists, and service notes Follow up regarding incomplete work or missing documentation Assist with arranging replacement staff when employees are unavailable Manage schedule changes, cancellations, urgent requests, and employee coverage Schedule interviews, Zoo ---------- etings, onboarding sessions, training, and client appointments Maintain company calendars and send invitations and reminders Communicate operational updates between management, employees, and clients Identify operational problems and bring them to management’s attention

Invoicing and Recordkeeping

Track completed cleaning services and confirm they are ready for invoicing Assist with preparing and sending invoices through QuickBooks Record client, supplier, invoice, payment, and expense information Monitor outstanding invoices and overdue balances Follow up regarding unpaid invoices when directed by management Track employee hours, assignments, and service completion information Organize receipts, expenses, supplier records, and other business documents Maintain spreadsheets and prepare basic operational and invoice reports Identify missing information or discrepancies and report them to management

Administrative Support

Prepare professional email s, notices, forms, checklists, letters, and internal communications Create and update training materials and operational documents Organize electronic files and confidential company records Maintain employee, applicant, supplier, and client information Enter information into spreadsheets, calendars, forms, accounting software, and other company systems Assist with tracking uniforms, cleaning supplies, equipment, and operational resources Conduct online research for suppliers, products, services, applicants, and business resources Help create and improve administrative and operational systems Perform other reasonable administrative and operational duties as assigned

Required Software Knowledge

Applicants Must Have Good Practical Working Knowledge Of

Zoom

Scheduling and hosting meetings Sending invitations and meeting links Managing participants and meeting controls Sharing screens, documents, videos, and presentations Conducting professional interviews, onboarding sessions, and staff training

QuickBooks

Entering client and supplier information Preparing and sending invoices Recording payments and expenses Tracking outstanding invoices Producing basic invoice and financial reports

Experience With QuickBooks Online Is Preferred.

Adobe Acrobat

Opening, editing, combining, organizing, and converting PDF documents Completing and preparing fillable PDF forms Preparing documents for electronic signatures Managing confidential PDF documents securely

Microsoft Word

Creating, editing, and professionally formatting documents Preparing letters, policies, procedures, forms, notices, and training materials Working with tables, templates, headers, footers, and page numbering

Microsoft Excel

Creating and maintaining spreadsheets Sorting, filtering, and organizing information Using basic formulas and calculations Preparing schedules, trackers, reports, and client or employee records

Microsoft Outlook

Managing professional email correspondence Organizing inboxes, folders, contacts, and follow-up tasks Scheduling appointments and meetings Sending calendar invitations and reminders

Applicants may be asked to demonstrate their software knowledge during the selection process.

Required Qualifications

Applicants Must Have

Fluent spoken and written English Fluent spoken and written Spanish Strong telephone, written communication, and customer service skills A professional and clear speaking voice Confidence handling inbound and outbound calls Confidence conducting Zoom interviews, onboarding, and training sessions Good working knowledge of Zoom, QuickBooks, Adobe Acrobat, Microsoft Word, Microsoft Excel, and Microsoft Outlook Strong organizational, time-management, and multitasking abilities Accurate data entry, documentation, and recordkeeping skills The ability to follow detailed policies, procedures, checklists, and instructions The ability to handle confidential employee, client, and financial information The ability to work independently and follow through on responsibilities The initiative to identify problems and suggest practical solutions The flexibility to accept changing responsibilities as the business grows Availability to work 40 hours per week during the required Eastern Time schedule

Preferred Experience

Preference May Be Given To Applicants With Experience In

Virtual assistance or administrative support Customer service, call centre work, or inbound and outbound calling Employee recruitment, interviewing, onboarding, or staff training Scheduling, dispatching, or remote team coordination Cleaning, property services, hospitality, vacation rentals, or property management QuickBooks, invoicing, or bookkeeping support Supervisory or team leadership responsibilities

Previous cleaning industry experience is helpful but is not required.

Personal Qualities

The Ideal Candidate Will Be

Dependable, organized, professional, and resourceful Patient and confident when training employees Comfortable communicating with clients, applicants, and staff Able to manage changing priorities calmly Willing to assist in all areas of the business Proactive and able to complete tasks without constant reminders Respectful of confidentiality and professional boundaries Comfortable working in a new and developing business environment

Equipment and Technology Requirements

The Successful Applicant Must Have

A reliable computer capable of running all required business programs A professional-quality headset with a clear microphone A working webcam A stable, high-speed internet connection A quiet and private workspace Backup internet access or mobile data A reasonable backup plan for power interruptions

Compensation

The Compensation For This Full-time Remote Position Is

CAD $500 per month

Payment details and frequency will be discussed with the successful applicant.

The compensation is for a 40-hour workweek. Applicants should carefully review the working hours, overnight schedule requirements, and compensation before applying.

How to Apply

Interested Applicants Should Submit

A current résumé A brief written introduction A description of relevant administrative, customer service, onboarding, training, or operational experience Details about previous experience conducting Zoo ---------- etings or staff training A description of experience using QuickBooks, Adobe Acrobat, Microsoft Word, Microsoft Excel, and Microsoft Outlook Current city and province in the Philippines Confirmation of availability to work Monday to Friday from 9:00 a.m. to 5:00 p.m. Eastern Time Confirmation that the applicant understands the position will generally require overnight working hours in the Philippines Confirmation that the applicant accepts the compensation of CAD $500 per month Details about computer equipment, internet connection, backup internet, and power backup arrangements A short voice recording introducing themselves in English A short voice recording introducing themselves in Spanish

Please Use The Application Title

Bilingual Virtual Assistant Application

Only applicants who are fluent in English and Spanish, possess the required software knowledge, and are available for the full-time schedule will be considered.

Selected applicants will be invited to a Zoom interview and may be asked to complete a short communication, administrative, software, or training assessment.