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Responsibilities
🟦 ProtopVA Network is excited to present this new job opportunity for a Part-time to Full-time Virtual Assistant.
🚨 Important information:
→ Opportunities offered with this job:
- Opportunity to work alongside a detail-oriented team.
- Opportunity to be part of a US company.
- Opportunity to work with a great team.
→ Schedule and salary
• Schedule: Monday – Friday (10AM – 12PM and 2PM – 5PM).
• Time Zone: Central Time.
• Hours: 25 hours/week.
• Pay Rate: $6 - $7 /hour.
* Rates are dependent on your experience, determined by ProtopVA.
🟦 Requirements:
- At least two years of sales experience.
- Communication & Languages: Excellent verbal English and Spanish skills. / Must be able to communicate clearly and effectively. / Comfortable making calls and knowing how to properly communicate with clients. / Great phone personality, able to be stern to handle objections, and answer any questions. / Great customer service skills. / Super empathetic, energetic, and understanding of the client’s needs.
- Creativity & Proactiveness: Self-starter, proactive and innovative. / Go-getter and/or entrepreneurial attitude. Should be "coachable", willing to learn new skills, and can follow directions. / Quick learner, willing to learn new things, and able to pick up issues/problems fast. / Take ownership, and have a great attitude to get things done. / Have the initiative to help the customer with lots of things.
- People & Relationship: Easy to speak with and a good listener. / Great customer skills. / Really good with people and friendly. / Outgoing person is able to communicate and interact with a variety of people. / Someone very patient, who could calm and make other people feel at ease under stressful situations.
- Work Load & Stress Management: Project management experience, good at setting timelines, and deadlines and fulfilling expectations / Able to get things done, and have a positive attitude to do things. / Great note-taking and notation skills (in writing by hand and/or on the computer). / Should be very hard-working, and comfortable having a lot to do all the time. / Must be able to meet the regular business office hours but open to overtime.
- Technology & Software: Knowledge or willingness to invest time in training themselves on the different platforms of the business. / Should have experience with Microsoft Excel and the overall Microsoft Office. / Google Sheets’s experience and understanding.
- Industry Specific: Experience in sales, able to know how to interview/talk to potential clients.
🟦 Responsibilities:
1️⃣ Customer Service & Support:
- Use a VOIP phone (Internet phone) provided by the client, which can be accessed through the computer for inbound/outbound calls and respond to customer questions, concerns, and requests via phone, email, live chat, or social media.
- Identify and resolve customer problems or technical issues they encounter with products, services, or shipping.
- Offer detailed information about products, services, pricing, features, and any promotions or offers available.
- Follow-up calls with leads, vendors, clients, etc.
- Lead management (filter and sort leads or potential new clients).
- Record customer interactions, issues, and resolutions in the company's customer support system or database.
- Identify opportunities to introduce customers to additional products or services that might benefit them.
2️⃣ Sales:
- Present, promote, and sell products/services to existing and potential customers by highlighting the benefits and values of the service via phone and email.
- Utilize persuasive arguments to market products and services to potential customers.
- Foster positive business relationships to drive repeat sales and increase overall revenue.
- Conduct cost-benefit analyses for existing and potential customers to provide tailored solutions.
- Identify and research potential customers or leads who might be interested in the product or service.
- Initiate contact with potential customers through various channels, such as cold calling, email outreach, social media, or networking events.
- Qualifying leads: Evaluating potential customers to determine if they have a genuine interest in the product/service and have the means to make a purchase.
- Deliver persuasive and informative presentations about the product/service to potential customers, highlighting its features, benefits, and value proposition.
- Address and overcome customer objections or concerns to alleviate any doubts they may have about the product/service.
- Finalize the sale and secure a commitment from the customer to purchase the product or service.
- Identify opportunities to offer customers additional products or services that complement or enhance their original purchase.
- Track and manage the progression of leads through the sales process, from initial contact to closing the deal.
3️⃣ Follow-up with Leads & Potential Clients:
- Create follow-up email templates.
- Follow up with potential customers via email, call, and text messages to answer questions and set up demos.
- Follow up with prospects/leads that did NOT show up to an appointment to make sure they reschedule.
- Perform immediate follow-up after the client books a call.
- Ask clients to add reviews to the websites where they found the company.
4️⃣ Calendar Management and Appointment Setting:
- Send DMs and make calls to get potential clients to book a call with a specialist to learn more about their services or to book a visit.
- Schedule appointments for the lead or customer and team members, ensuring that all necessary participants are available and that there are no scheduling conflicts.
- Maintain and update calendars for individuals or groups, making sure all events, meetings, and appointments are accurately recorded.
- Send out reminders to participants about upcoming appointments or events.
5️⃣ Cold Calling:
- Cold call contacts gathered by lead generation or research
- Call people offering the company services or products and specify how the company can provide what they need.
- Cold call leads already provided by the company and ask questions about their needs and interests to qualify and convert them to future clients and customers by setting up an appointment with the lead managers or closers.
- SMS contacts gathered by the lead generation program or system they own
- Add call notes to a CRM system (as needed), and/or assign hot/interested leads as indicated for additional sales follow-up
- Transfer the lead to the sales department or responsible personnel when a client is ready to move forward and qualified.
6️⃣ General Admin Tasks:
- Update spreadsheets.
- Create PowerPoint/Google Slide presentations.
- Keep all company information secure and 100% private.
- Help the Owner/Founder with various business-related tasks he/she is normally directly responsible for.
- Answering & screening calls.
- Personal Email management including reviewing, editing, archiving/labeling, prioritizing, etc.
- Manage & schedule the client’s personal and business calendar.
- Pre-screen new potential clients and make sure they’re the right fit to be clients.
- Provide the owner with specific information about prospects/potential clients for review.
- Prioritize and respond to emails, set up email filtering, and delete spam or unimportant emails.
- Coordinate with multiple people by making calls and handling email.
7️⃣ Call & Qualify Leads:
- The leads will be provided to them every single month.
- Use VoIP phone (Dialpad, Google Voice, Nextiva, etc.) to make calls and qualify leads.
- Learn English and/or Spanish scripts to know what to say in order to qualify Leads.
- Call and tag leads as “cold”, “warm” or “hot” based on their interest level.
- Call or text potential leads over the phone and offer information about the services or products that the company offers to find out who would be interested in working with the company.
- Perform warm calls to verify information when the company receives an inquiry.
8️⃣ Lead Generation & List Building:
- Look for new prospects/leads, they already have many prospects on a list however the VAs will search as well for potential prospects.
- Find new leads by using social media by following hashtags, and “check-ins” on Facebook, Tik Tok, Instagram etc.
- Keep track of how many people have been reached out, sent messages, etc.
- Create a Google Sheets doc to keep track of everything including Social media/ URL/username, date when they connected, date of when the message with the booking link was sent, etc.
- Keep track of analytics and dates to understand conversion metrics.
- Find people within the target of the client, the client should share who the ideal customer is and the type of lead the VA should be looking for.
- Look for high-level people, usually the VP of Sales, VP of Marketing, Executive Vice President (EVP), Director of Sales, Entrepreneur, Consultant, and Directors, to join specialty networking or industry-specific groups.
9️⃣ Email marketing:
- Creating email and/or newsletter templates that catch the customer’s eye.
- Sending old customers greeting cards and new customers welcome cards. This increases brand loyalty and maintains meaningful communication with customers.
- Writing interesting newsletters that maintain brand interest in current customers.
- Creating an up-to-date email list. Email lists change frequently, resulting in consistent updating.
- Writing and sending follow-up emails to customers that have asked questions about services or products.
- Creating emails aimed to convert potential customers gathered through leads.
- Setting up autoresponders (automated email campaigns) that send emails to new customers after they sign up on your landing page.
- Sending out bulk emails.
- Proofreading and editing emails.
- Responding to questions.
🔟 Basic Marketing Research:
- Do research on the client’s provided websites or platforms.
- Research what other companies are doing to learn from them.
- Research new content ideas, and trends in order to use them to create the client’s own blog posts.
- Research events the client can attend or event ideas the client can host.
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