Operations Coordinator

Key Responsibilities

• Perform high-volume data entry with exceptional accuracy.
• Speak with insurance companies to check the status of insurance claims.
• Add and update customer and job information in our CRM/Job Management System (Restoration Manager).
• Create, review, and update estimates using Xactimate.
• Track, reconcile, and maintain sales expenses.
• Maintain accurate records across multiple systems and databases.
• Review work carefully to identify and correct errors before submission.
• Organize and maintain digital files, records, and documentation.
• Handle multiple administrative tasks simultaneously while meeting deadlines.
• Follow established processes while proactively identifying opportunities for improvement.
• Communicate clearly and professionally with internal team members.
• Maintain confidentiality and handle sensitive information responsibly.
• Complete assigned tasks independently with minimal supervision.
• Learn new systems and workflows quickly.

Required Qualifications

• Minimum 5 years of Virtual Assistant experience, preferably supporting a US-based company.
• Proven experience in administrative support and high-volume data entry.
• Excellent written and spoken English with strong professional communication skills.
• Exceptional attention to detail with a demonstrated record of accuracy.
• Strong organizational and time management skills.
• Excellent multitasking abilities in a fast-paced environment.
• Comfortable using Microsoft Excel for tracking, reporting, and data management.
• Ability to prioritize work effectively and consistently meet deadlines.
• Self-motivated, resourceful, and capable of working independently.
• Strong problem-solving skills and ability to learn new processes quickly.
• High level of professionalism, accountability, and reliability.

Preferred Qualifications

• Experience using Xactimate is a strong advantage.
• Experience with Restoration Manager (restorationmanager.net) or similar CRM/Job Management software.
• Experience supporting insurance restoration, construction, or property claims businesses.
• Familiarity with CRM systems, spreadsheets, and cloud-based business applications.
• Experience documenting processes and following Standard Operating Procedures (SOPs).

Technical Requirements

• Reliable high-speed internet connection with minimal downtime.
• Dedicated workspace suitable for full-time remote work.
• Reliable computer capable of handling multiple applications simultaneously.
• Backup internet solution
• Ability to maintain consistent working hours with excellent attendance.

What We're Looking For

The ideal candidate is someone who:

• Produces consistently accurate work with virtually no errors.
• Learns new systems quickly and requires minimal training.
• Can hit the ground running with little onboarding.
• Takes ownership of responsibilities without constant follow-up.
• Is proactive rather than reactive.
• Pays close attention to even the smallest details.
• Communicates promptly and professionally.
• Is dependable, punctual, and maintains excellent attendance.
• Can be trusted to manage responsibilities independently.

Success in This Role

Successful candidates will:

• Consistently maintain a high level of accuracy.
• Complete work efficiently with minimal supervision.
• Demonstrate excellent judgment and initiative.
• Meet deadlines consistently.
• Communicate proactively if issues arise.
• Become a trusted, long-term member of the team.

Non-Negotiable Requirements

• 5+ years of Virtual Assistant experience.
• Experience supporting a US-based company
• Excellent written and spoken English.
• Exceptional attention to detail.
• Strong data entry background.
• Comfortable communicating with insurance companies.
• Proficiency with Microsoft Excel.
• Xactimate experience is a strong advantage.
• Ability to multitask effectively.
• Self-motivated and highly reliable.
• Comfortable working independently with minimal supervision.
• Proven history of accuracy, dependability, and professional communication.

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.
• Payments: All payments for your services will be handled by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will directly go to you. 
• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client’s business needs and any specific policies or preferences they may have in this regard.

---

Application Process:

• As part of your application, you’ll be asked to record your responses to the initial interview questions through a Loom video (questions & instructions are in the application page).
• Our team will carefully review your submission, and if shortlisted, we’ll share your responses with the client for their review and next steps.
• Please treat this recording as you would a real interview:
• Come prepared and make sure you’re clearly visible on camera.
• Record your answers in a quiet, well-lit, and clutter-free space with a stable internet connection.
• We’re excited to get to know you better! Show us your personality and strengths. We encourage you to answer authentically and in your own words, without reading from a script or using AI tools.