Virtual Assistant - Janitorial Operations Support

Full Job Description

Element Cleaning Systems is seeking a proactive, highly organized, and bilingual (Spanish & English) Virtual Administrative & Operations Assistant to support and streamline our day-to-day janitorial business operations. As a fast-growing commercial cleaning company with a team of 12 and expanding, we need someone who can help us build strong internal systems, manage operational tasks, and keep everything running smoothly behind the scenes.

This is a remote role, ideal for someone who thrives in a fast-paced, growth-focused environment and can work independently with a strong sense of ownership.

Work Schedule & Compensation

• Hours: 8:00 AM – 12:00 PM (Pacific Daylight Time), Monday through Friday

• Starting Pay: $450 USD/month

This is a long-term, growth-oriented position with room for increased responsibility and pay based on performance and value added.

Job Responsibilities

Team Communication & Coordination

• Communicate with cleaning teams in both Spanish and English

• Assign and follow up on tasks using Connecteam or similar platforms

• Use WhatsApp to coordinate with field staff and send real-time updates

• Help manage scheduling and team reminders

Supply Chain & Inventory Management

• Monitor inventory levels and place supply orders when needed

• Coordinate supply drop-offs and deliveries with the team

Systems & Process Development

• Help document and improve internal processes and SOPs

• Identify inefficiencies and propose solutions to streamline operations

• Assist with setting up automations and backend workflows using tools like Make.com and Close.io

Administrative Support

• Organize and respond to emails and maintain digital records

• Prepare reports, update internal spreadsheets, and track KPIs

• Keep files, folders, and documents organized in Google Drive

Time Tracking & Payroll Preparation

• Review team time logs from Connecteam or similar platforms

• Ensure accurate reporting for payroll

• Flag inconsistencies and support the payroll approval process

CRM & Reporting

• Keep client and lead data up to date in Close.io

• Generate weekly and monthly reports for operations and performance

• Assist with tracking task progress, client communications, and feedback

Job Requirements

• Bilingual: Fluent in both Spanish and English (written and verbal)

• 1+ year of experience in an administrative, operations, or virtual assistant role

• Strong organizational and multitasking skills

• Comfortable working remotely and managing time independently

• Excellent communication skills with high emotional intelligence

• Detail-oriented, reliable, and proactive in solving problems

• Able to handle both business and personal assistant tasks as needed

• Experience in a service-based business (janitorial, field services, etc.) is a plus

• Basic familiarity with tools like Google Workspace, Excel, WhatsApp, and CRMs (e.g., Close.io) is preferred

• Willingness to learn new tools and systems — training will be provided on most platforms

Software & Tools

• Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)

• Microsoft Excel

• Connecteam (or similar team communication tools)

• Close.io (CRM)

• WhatsApp

• Make.com (preferred but not required)

Training will be provided on the majority of these tools, so a willingness to learn is more important than prior mastery.

How to Apply

Please email your application and include the following:

• 2 to 5 sentences explaining why you would be a great fit for our team

• A 1–2 minute video introducing yourself and sharing your relevant experience

Send your application to:

Use the subject line: “Janitorial Operations Support”

Skills Required

• Admin Support - Intermediate
• Email Management - Intermediate
• Administration - Intermediate
• Other Project Management - Intermediate
• Customer Service - Intermediate
• Other Tools - Beginner

Attachments

No Attachments

The Report Job feature provides remote workers a way to directly report jobs that may violate Pros Marketplace's Terms of Service or Job Posting Policies.Although we verify and confirm every job post, this feature is specifically designed for reporting jobs that may be fraudulent, spam, fake, or inaccurate..