About the role
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Title: CPT-11691 Administrative & Client Communications Virtual Assistant
Independent Contractor – CPT-11691 Administrative & Client Communications Virtual Assistant/Business Support VA/Entry-Senior Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
A New York City fashion-production business specializing in pattern making, sample making, and small-batch garment manufacturing is seeking an organized Business Support VA to assist with email management, client inquiries, HoneyBook administration, scheduling, and recurring operational tasks.
The business works with clients developing new apparel products, from initial concepts through samples and production. The VA will help keep inquiries and client communications organized so the business owner can devote more time to hands-on production.
The ideal candidate will bring strong written communication, organization, attention to detail, and dependable administrative follow-through. Fashion experience is a plus, but not required for this position.
In addition to administrative support, the VA will assist with ongoing project coordination and deadline tracking, helping ensure client projects move smoothly through each stage of development and production.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Email & Client Inquiry Management
- Monitor and organize incoming Gmail messages and client inquiries - Respond to routine messages using approved guidance and templates - Flag urgent, incomplete, or time-sensitive communications - Follow up on unanswered inquiries and missing information - Help ensure prospective clients receive timely initial responses - Draft messages for management review when questions require business-owner input - Draft client project updates and follow up on outstanding information or approvals - Provide a brief daily summary of urgent emails, upcoming deadlines, and outstanding tasks - Prioritize responding to new inquiries promptly to prevent prospective clients from losing interest or moving to other providers. - Extract and organize as much relevant information as possible from prospective clients, including their requested garments or products, project requirements, quantities, timelines, and other relevant details. - Provide initial responses and gather preliminary information so the owner can focus on reviewing project requirements and determining the appropriate next steps. - Proactively remind the owner of pending inquiries, unanswered messages, upcoming deadlines, and outstanding tasks requiring attention. - Help keep the inbox organized and minimize unanswered or overlooked communications. - Handle client communications independently within established guidelines, while seeking the owner's input when business-specific decisions or details require confirmation.
HoneyBook & Client Administration
- Review incoming HoneyBook inquiries and completed client forms - Organize client-provided project information and requested services - Track missing details and outstanding onboarding items - Update client records and administrative notes - Maintain organized communication and inquiry statuses - Help coordinate approved next steps after the owner reviews potential projects - Prepare invoices using approved pricing - Track outstanding deposits and client payments in HoneyBook - Monitor outstanding client approvals and payment statuses - Review and manage incoming inquiries submitted through the website's HoneyBook forms, including client-provided project details, timelines, and budgets. - Assist with moving prospective clients through the initial inquiry and appointment-booking process. - Help coordinate the next steps in the client's project workflow, including approved agreements, proposals, and deposit-related follow-ups. - Track the initial 50% deposit and final deposit requirements as part of the client project process, following the owner's instructions. - Maintain client communications and follow-ups throughout the project inquiry and approval stages.
Scheduling, Project Coordination & Operational Organization
- Maintain the owner's calendar and scheduled appointments - Organize administrative task lists and outstanding follow-ups - Coordinate routine scheduling and appointment confirmations - Provide daily updates on important inquiries and pending items - Assist with recurring administrative tasks as the position develops - Maintain and update Trello project boards - Monitor upcoming deadlines and project milestones - Track outstanding client approvals, payments, and pending deliverables - Proactively flag urgent items, timeline risks, or tasks requiring the owner's attention - Assist with ongoing project coordination across multiple client projects - Maintain organized client records and project statuses across Gmail, HoneyBook, Trello, and Google Calendar - Prioritize appointment requests and secure available meeting slots based on the owner's calendar and availability. - Proactively manage competing tasks and deadlines, bringing urgent appointments and time-sensitive client requests to the owner's attention first. - Keep tasks moving while awaiting the owner's response by conducting preliminary research or providing clients with an acknowledgment and advising that confirmed information will follow. - Organize and track client projects through the general production workflow, from initial inquiry and consultation to proposal approval, deposit collection, mock-up, revisions, final production, and final payment. - Track client feedback and requested revisions during the mock-up and sample-making stages, escalating significant changes or requests that may require additional charges for the owner's review. - Support coordination of repeat or small-batch production requests from existing clients by keeping project information and follow-up requirements organized.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Administrative, executive support, or customer-service experience required - Excellent written English and professional email communication required - Inbox management and scheduling experience required - CRM or client-management software experience preferred - HoneyBook experience preferred - Experience handling client inquiries and onboarding administration preferred - Fashion, apparel, or creative-industry experience is a plus - Strong organizational and task-management skills required - Project coordination or project management support experience preferred - Experience using Trello or similar project management platforms preferred
IDEAL CANDIDATE PROFILE
- Highly organized, proactive, and dependable - Excellent written communicator with strong attention to detail - Friendly and professional when corresponding with prospective clients - Comfortable working independently from established procedures - Able to manage multiple inquiries and competing priorities - Detail-oriented with accurate recordkeeping - Interested in fashion, apparel, or creative businesses - Experienced in tracking deadlines and managing project workflows - Comfortable using project management tools such as Trello - Able to proactively follow up on outstanding tasks, approvals, and client communications
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Gmail / Google Workspace - HoneyBook – Preferred; Training Can Be Provided - Google Calendar - Microsoft Excel / Google Sheets - Email & Task Management Tools - Trello (Preferred)
Work Schedule
- Contracted Hours per Week: 10 Hours (Potential to Increase Based on Performance) - Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing) - Daily Working Time: Flexible Morning or Midday Coverage – Exact Shift TBD
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work - This is not an offer of employment; contractors are not employees of 20four7VA or any client - All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Business Support - REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level - Contracted Hours per Week: 10 hours/week (Potential to Increase Based on Performance) - Daily Working Time: Flexible Morning or Midday Coverage – Exact Shift TBD - Scheduled Working Days: Monday-Friday - REPORTING TO/POC: To Be Determined - Number of VAs: 1 - GENDER PREFERENCE: Female - LANGUAGES SPOKEN/PREFERENCE: English - ACCENT PREFERENCE: Level A-B (Native or Near-Native English Accent Required) - REGION PREFERENCES: Any
What we offer
- Competitive rates - Weekly payments - Various open roles are available - Free training and upskilling - Constant support and guidance - A vibrant community always ready to support you - And more!
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