Job Description
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Title: B-CPT-11722Bilingual Virtual Receptionist & Administrative Assistant
Independent Contractor – B-CPT-11722 Bilingual Virtual Receptionist & Administrative Assistant/Business Support VA/Entry-Junior 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 Jacksonville, Florida-based document preparation and notary services business is seeking a part-time Bilingual Virtual Receptionist & Administrative Assistant to handle incoming calls, client intake, appointment coordination, document follow-up, and recurring administrative support.
The company primarily serves Spanish-speaking clients seeking assistance with immigration, family-related documentation, notary services, and other administrative matters. Some clients may be experiencing emotionally difficult circumstances, making patience, compassion, and strong interpersonal communication particularly important.
The ideal candidate will be a native Spanish speaker with strong English communication skills, previous customer service or receptionist experience, excellent organization, and the ability to handle sensitive conversations professionally and empathetically.
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:
Bilingual Reception & Client Communication
- Answer incoming calls in English and Spanish through Nextiva
- Greet callers warmly and identify the purpose of their inquiries
- Provide general service information using approved guidelines
- Gather basic client information and identify appropriate next steps
- Screen unsolicited calls and route important inquiries appropriately
- Transfer complex or sensitive matters to the business owner or designated staff
Client Intake & Appointment Coordination
- Collect contact information, referral sources, and initial service requests
- Maintain accurate prospective client and intake records
- Schedule consultations and coordinate appointments as needed
- Provide approved pricing information for services with established rates
- Direct inquiries requiring individual pricing or detailed explanations to the business owner
- Coordinate routine client follow-ups and appointment-related communications
Document & Administrative Support
- Maintain organized client files, records, and task information in Asana
- Follow up with clients regarding missing documents and outstanding requirements
- Save and organize client-submitted documents in designated files
- Update client records and track pending administrative items
- Follow up on outstanding payments using approved procedures
- Coordinate with internal staff regarding incomplete files and client needs
Sensitive Client Communication
- Communicate patiently and compassionately with clients experiencing stressful personal circumstances
- Listen carefully and respond with professionalism, empathy, and discretion
- Remain calm when assisting distressed or emotional callers
- Recognize urgent or sensitive situations and follow established escalation procedures
- Maintain strict confidentiality of client information and personal circumstances
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:
- Native Spanish fluency and strong spoken and written English required
- Previous receptionist, customer service, or client-facing administrative experience required
- Excellent interpersonal communication and active listening skills required
- Ability to handle sensitive conversations with empathy and professionalism required
- Strong organizational and data-entry skills required
- Experience with scheduling, client intake, and document management strongly preferred
- Asana or comparable task management experience preferred
- Nextiva or similar VoIP experience preferred
- Immigration, legal document preparation, or notary services experience is a plus
- Ability to maintain client confidentiality required
IDEAL CANDIDATE PROFILE
- Warm, compassionate, patient, and approachable
- Native Spanish speaker with strong conversational English
- Excellent listener who can make clients feel comfortable and respected
- Calm and professional when handling emotional or difficult conversations
- Highly organized and dependable with follow-ups and documentation
- Comfortable managing incoming calls and administrative tasks simultaneously
- Resourceful and able to recognize when matters require management attention
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Nextiva – Client Phone System
- Asana – Client Task Management System
- Email & Calendar Platforms
- Microsoft Office / Google Workspace
- Client File & Document Management Systems
- Automated Client Messaging Tools – Client Training Provided
Work Schedule
- Contracted Hours per Week: 25 Hours ( Hours may increase based on performance)
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: 12:30 PM–5:30 PM EST
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 Level
- Contracted Hours per Week: 25 hours/week ( Hours may increase based on performance)
- Daily Working Time: 12:30 PM–5:30 PM EST
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: Female
- LANGUAGES SPOKEN/PREFERENCE: Bilingual English & Spanish Required
- ACCENT PREFERENCE: Level A-B (Native or Near-Native English/Spanish Accent Required)
- REGION PREFERENCES: Nearshore
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!
