Phone & Scheduling Specialist - Bilingual Virtual Assistant (EN/ES) at Executive VA Solutions

Note: This is an independent contractor position under the management of Executive VA Solutions. Payments are made every Friday by 6:00 PM (CDMX time) in MXN Pesos via bank transfer. Schedule: Monday to Friday, 8:00 AM – 5:00 PM (Oklahoma City Time Zone). Availability to work overtime when required, including occasional after-hours or weekend bookings. All overtime or after-hours work will be paid as extra work. Location: Remote role — candidates must be based in Mexico City/Mexico State or nearby areas to support potential local team growth in the future. Description: We are seeking a confident, proactive, and highly organized Bilingual Virtual Assistant to manage our main VA phone line and coordinate all booking-related tasks. This position plays a key role in maintaining strong communication between the VA team, office staff, and field operations. You’ll be the main point of contact for calls related to bookings, schedules, and general updates — including interactions with general contractors and vendors. The ideal candidate is experienced in customer service, has worked in the construction industry (at least one year) — ideally in painting — and can handle a variety of tasks with accuracy, professionalism, and composure. Responsibilities: * Answer and manage the main VA phone line with professionalism and courtesy. * Handle incoming calls, emails, and messages, including escalated or difficult situations. * Coordinate and book hotel, flight, and other bookings accurately and promptly. * Communicate regularly with both the VA team and the office team to ensure alignment. * Call vendors or general contractors for confirmations, updates, and scheduling details. * Maintain organized records of bookings, follow-ups, and data in Google Sheets. * Process and manage credit card payments and sensitive information securely. * Support miscellaneous office tasks and data entry when required. * Adapt to new procedures, shifting priorities, and evolving workflows. * Work independently while keeping communication open with the team. Requirements: * At least 2 years of experience handling customer service or administrative calls. * At least 1 year of experience in the construction industry (painting experience preferred). * Proven ability to manage difficult or escalated calls with professionalism and empathy. * Experience handling credit card information and payments with confidentiality and responsibility. * Intermediate level in Google Sheets (data entry, tracking, basic formulas). * Fluent in English and Spanish (written and spoken). * Confident communicator — not shy, comfortable calling people for updates and follow-ups. * Strong time management and organizational skills. * Ability to adapt quickly to changing priorities and workloads. * Assist with miscellaneous office and data entry tasks when required. It is a plus if you have: * Experience using Building Connected is a strong plus but can be trained. * Familiarity with project management tools (Trello, ClickUp, Asana, or Monday.com) is a plus but not required. Technical Requirements: * At least 2 monitors (can include laptop screen + external monitor). * Reliable internet connection with a backup plan for outages (power or Wi-Fi). * Quiet, professional workspace suitable for calls and bookings.

Phone & Scheduling Specialist - Bilingual Virtual Assistant (EN/ES)

Emma

Responsibilities

Skills wanted:

Language(s) required:

Susana Campa Meneses

Susana Campa Meneses

About Executive VA Solutions:

mission:

Job benefits for full-time members:

Admin access needed